INSTITUTE OF ACCOUNTANCY ARUSHA

IN COLLABORATION WITH

COVENTRY UNIVERSITY (UK)

MASTERS OF BUSINESS ADMINISTRATION

IN
INFORMATION TECHNOLOGY MANAGEMENT
MODULE NAME: PROJECT MANAGEMENT

MODULE CODE: ARUM28EKM

ASSIGMENT:

Project Proposal

Web Members contribution balance System

OnlinemembersSMSservices,tollfreelineandestatementservices
LECTURERS:

Mr. Mwaitete Cairo & Ms. Rochelle Sassman

STUDENT NUMBER:

MBA-ITM/0084/T.2011

STUDENT NAME:

AMEIR, ALI SULEIMAN.

DUE DATE:

08/12/2011

PROJECTSUMMARY
InordertoZanzibarsocialSecurityFund(ZSSF)toprovidethepromisedadequate,readabilityandefficiency
servicestoitsmembers,needstoensureitscustomerserviceisadequateenoughandacceptable.

Coveragearea/scope
TheprojecthastargetedtheZSSFmemberswhichareestimatedtohaveabout55,000activemembersequal
to5.5(percent)ofZanzibarpopulation.ProjectcentrebasedonZanzibarIsland,iscomposedoftwoIslands
UngujaandPembasurroundedbymorethan53smallerIsletsintheIndianOcean.Thetotalsurfaceareais
2640km2inwhichUngujaoccupies1660km2andPembacovers980km2.Itstotalpopulationisaboutamillion
with the annual growth rate of 3.1 percent (2002 census). The female population is 502,006 while male
population is 482,619 people. The proportion of the population below the age of 15 years is estimated at
about47%.Thepopulationintheagegroup1564yearsisestimatedat49%withtheremaining4%covering
thoseabovetheageof65years.
WebmemberscontributionbalancesystemistheansweroftheZSSFVisionandCoreValueinordertobeA
leaderandamodelamongsocialsecurityservicesproviderintheregionandcreativeandinnovativeuseof
technologyrespectively.
Project has aims to establish an SMS service which will enable member access contributions balances on
mobilephones,tollfreelineanddetailedstatementsonlinefromtheFundswebsite.Allthatthreeservices
arepartoftheFundsinnovationsaimedatimprovingservicedeliverytomembersinitscontinuedefforttobe
customer centric. The SMS service, toll free line and estatements are part of ZSSF customer self service
initiatives.ZSSFmembersarenolongerhastowenttoZSSFofficestoaccesstheirstatements;theycancheck
theirbalancesontheirmobilephones,accesstheirfullstatementsonlineandcallforfreeline.

These services in EAST AFRICA provided by National Social Security of Uganda (NSSFUG) only, they use the
sameinterfacethatIwillrecommendtoyou.

FutureOutputoftheProject
To access balances through SMS, ZSSF members will be required to send the word ZSSF to a special
Number, after which they will receive instructions to request for a Personal Identification Number (PIN).
ZSSF members will be instructed to type ZSSF< leave space> ZSSF No < leave space> Date of Birth <leave
space> Full Names then send an SMS to Special Number. Our Customer Service will then validate the data
sent in by comparing with the bio data of the customer available in our system. Once the data has been
validated,thememberwillreceiveaPINandinstructedtotypeBalitsmeansBalancecontributionyournew
PINandsendtoSpecialNumberandthebalancewillbereceived.
To access detailed statements, ZSSF members are required to visit the Funds website www.zssf.org. All
customershavetodoissendanemailtocustomerservice@zssf.orgrequestingapasswordwithdetailssuch
as name, ZSSF number, date of birth, member mothers names and current employer. Customer service
officers will immediately validate the details and a secret password will be sent to the members email
account.ThecustomercanthengotoZSSFwebsite,fillinhis/herZSSFmembernumberandpassword,login
andviewtheirestatement.

LISTOFABREVIATIONANDACRONYMS
ZSSFZanzibarSocialSecurityFund
SMSShortMessageService
PINPersonalIdentificationNumber
OrgOrganisation
EstatementElectronicstatement
ICTInformationcomputertechnology
SMARTSelfmonitoringanalysisandreportingtechnology
HURISHumanresourcesinformationsystem
FMISFinancialmanagementinformationsystem
FUMISFundmanagementinformationsystem
LANLocalAreanetwork
DBMSDatabasemanagementsystem
ITInformationTechnology
AVRAutomaticVoltageRegulator
MDManagingDirector
VPNVirtualPrivatenetwork
WBSWorkBreakdownstructure
OBSOrganisationBreakdownStructure
WIPWorkinProgress
CDROMCompactdiskreadyonlymemory
ISPInternetServiceProvider
WebWorldWideWeb

LISTOFFIGUREOFTABLE

Table1OrganisationBreakdownStructure...13
Table2WorkPlanandTimeframework15
Table3ProjectActivityImplementation.15
Table4ProjectResponsibilityMatrix.16

TableofContents
PROJECTSUMMARY.....................................................................................................................................................1
COVERAGEAREA/SCOPE.............................................................................................................................................................1
FUTUREOUTPUTOFTHEPROJECT................................................................................................................................................1
LISTOFABREVIATIONANDACRONYMS........................................................................................................................2
LISTOFFIGUREOFTABLE..............................................................................................................................................3
TABLEOFCONTENTS.....................................................................................................................................................4
BASICDATASUMMARY................................................................................................................................................6
1.0

LOGICALFRAMEWORKMATRIX........................................................................................................................7

2.0

PROJECTRATIONALE........................................................................................................................................7

2.1
3.0

ORGANISATIONBACKGROUND........................................................................................................................................7
CORPORATEGORVERNANCE.............................................................................................................................7

VISION....................................................................................................................................................................................7
MISSION..................................................................................................................................................................................7
OBJECTIVES..............................................................................................................................................................................7
COREVALUES...........................................................................................................................................................................8
CURRENTENVIRONMENT............................................................................................................................................................8
MEMBERS,BALANCECHECK.........................................................................................................................................................9
CURRENTPROCEDURE................................................................................................................................................................9
4.0

PROJECTAPPROACH.......................................................................................................................................10

4.1
PROBLEMSANALYSIS...................................................................................................................................................10
4.2
PROJECTMAINGOAL..................................................................................................................................................10
4.3
OBJECTIVE/OUTPUT...................................................................................................................................................10
4.3PROJECTBENEFITS..........................................................................................................................................................11
5.0
5.1
5.2
5.3
5.4
6.0
6.1
6.2
6.3
6.4
7.0

PLANNEDSTRATEGY.......................................................................................................................................12
ORGANIZATIONALCAPACITY.........................................................................................................................................12
BUILTUPFREESERVICECENTRE....................................................................................................................................12
EFFECTIVEANDEFFICIENTSERVICESPROVISION...............................................................................................................12
PROJECTMAINACTIVITY..............................................................................................................................................12
PROJECTAPPRAISAL.......................................................................................................................................13
SOCIALAPPRAISAL......................................................................................................................................................13
ECONOMICAPPRAISAL................................................................................................................................................13
TECHNICALAPPRAISAL................................................................................................................................................13
GENDERAPPRAISAL....................................................................................................................................................13
PROJECTIMPLEMENTATIONPLAN..................................................................................................................14

7.1
MANAGEMENTARRANGEMENT..........................................................................................................................14
7.1.1 ZSSFORGANISATIONSTRUCTURE.................................................................................................................................14
7.2
TIMINGANDSCHEDULING....................................................................................................................................15

7.3
PROJECTRESPONSIBILITYMATRIX(TABLE4).........................................................................................................17
7.4
PROJECTEDBUDGETANDCOSTING.......................................................................................................................18
7.4.1 PROJECTINCOME(REVENUE) .................................................................................................... 18
7.4.2
PROJECTEDCOST(EXPENDITURE).......................................................................................... 18
8.0

PROJECTFINANCIALANDRESOURCEPROJECTION..........................................................................................19

8.1PROJECTIONCOMPREHENSIVEINCOMESTATEMENT..................................................................................................19
8.2PROJECTIONSTATEMENTCASHFLOW.........................................................................................................................20
8.3
PROJECTIONSTATEMENTOFFINANCIALPOSITION..............................................................................................21
9.0

MONITARINGANDEVALUATION....................................................................................................................22

10.0

RISKANALYSIS................................................................................................................................................23

11.0

CONCLUSIONANDRECOMMENDATIONS........................................................................................................24

REFERENCES...............................................................................................................................................................25
IANNEXONELOGICALFRAMEWORKMATRIX.............................................................................................................26
IIANNEXTWOAONDIAGRAM/NETWORKANALYSISCHART.....................................................................................29
IIIANNEXTHREEGANTTCHART..................................................................................................................................30

BASICDATASUMMARY

NAMEOFORGANISATION: ZANZIBARSOCIALSECURITYFUND(ZSSF)
CONTACTNAME:

AMEIR,ALISULEIMANP.OBOX2716,ZANZIBARTANZANIA

PROJECTNAME: WebMemberscontributionbalancesystem
PROJECTSUMMARY: OnlinemembersSMSservices,tollfreelineandestatement
services
LOCATION: Zanzibar,Tanzania
IMPLEMENTINGAGENT: ZANZIBARSOCIALSECURITYFUND(ZSSF)
PROJECTDURATION: FIVEYEARS(1YEARSETUPAND4YEARSOPERATION)
PROJECTCOST: TZS2,000,000,000=US$1,081,081.08(US$1=TZS1,850)
=POUND833,833.33(POUND1=TZS2400)

1.0

LOGICALFRAMEWORKMATRIX
ReferAnnexOne

2.0

PROJECTRATIONALE

2.1

OrganisationBackground

ZanzibarSocialSecurityFund(ZSSF)wasestablishedunderZanzibarSecurityFundActNo.2of1998
subsequentlyamendedbytheZanzibarSocialSecurityFundActNo.9of2002andreenactedbythe
ActNo.2of2005.

PriortotheenactmentoftheActandestablishmentoftheZanzibarSocialSecurityFund(ZSSF),there
was no any Formal Social Security Scheme in Zanzibar. Nor was there a significant private sector
occupationalpensionschemeinZanzibar.

Before the inception of Zanzibar Social Security Fund, public service employees in Zanzibar were
coveredandreceivedpensionbenefitsunderthePensionActNo.2of1990

3.0

CORPORATEGORVERNANCE
Vision
TobealeaderandamodelamongSocialSecurityServiceProvidersintheregion

Mission
ZSSF is dedicated to be a dynamic provider of social security benefits through the utilization of
competentandmotivatedstaff.

Objectives

ExpandsizeandcoverageoftheFund.
EnsureFinancialIntegrity,securityandsustainabilityoftheFund.
Enhance capacity to capture, process, retain, update and analyze all data and records so as to
improvedecisionprocessoftheFund.
Acquireandtransfertechnicalcompetencetoallstaff.
Improve Fund oversight and good governance towards enhanced result oriented management,
transparencyandinstitutionalaccountability.
SharpentheFundsfocusoncustomersandimprovequalityofservices.

CoreValues
Zanzibar Social Security Fund will achieve its vision through a developed corporate culture of
commitmentandgoodbehaviorofitsemployees.Allemployeesshouldensurethattheyareinline
withthefollowingvalues:

Highstandardofintegrityandbusinessethics.
Commitmenttocustomerscare.
Commitmentandpositivesupportoftheorganization.
Effectiveteamworkinordertoprovideservicesefficientlyandinprofessionalmanner.
Highstandardsofperformancewithafocusonoutstandingresultsandefficiency.
Continuousimprovementandpositiveresponsetochange.
Treateachmemberasanindividual.
Maintainahighstandardofcustomerservice.
Creativeandinnovativeuseoftechnology.
CommunicatechangesandimprovementsinFundsrelatedareastoourmembersfrequentlyin
aclearunderstandableapproach.

CurrentEnvironment
The Fund has a well established ICT environment; it uses various office software and business
applicationsoftware.
SMARTPensionSystemwasdevelopedin2003,ithasallcorefunctionsforthemanagementoffund
operations;itcapturesmembersmonthlycontributionsandpaymentreceipts;processthebenefits;
andprintmembersaccountstatementsasafinalproduct.Thesystemisbasedonclientserverusing
Microsofttechnologies.

HURISHumanResourceInformationsystemwasinstalledandkeptintooperationsince2010,ithas
allcorefunctionsrelatingwithHumanResource;itcapturesallstaffsnecessarydetails.Thesystemis
alsobasedonclientserverusingthesametechnologieslikeSMART

FMIS Financial Management Information system. Its Microsoft product commonly known as
MicrosoftDynamicsNavision,theapplicationwasinstalledandkeptintooperationsince2010,ithas
allcorefunctionsrelatingwithHumanResource;itcapturesallstaffsnecessarydetails.Thesystemis
alsobasedonclientserverusingthesametechnologieslikeSMARTandHURIS

FUMISFundManagementInformationsystem.FUMISisdifferentfromFMISthisdealswithallcore
processesoftheZSSFasfarasrecordkeepingisconcern,FUMISislikeSMART

On the infrastructure, ZSSF has installed a Local Area Network (LAN) using structured cabling
comprisingof70dataportsand70voiceports.

Members,balancecheck
Currentlywhenithappensamemberwishestoseethebalanceofhis/herZSSFcontributionsaccount
thenhe/shehastogotoZSSFofficeandaskforthebalance.
Showing the account balance is the right of every registered member, but the way it is handled is
tedioustothosewholivesfarawayfromZSSFofficesSofartheproceduresareasfollows

CurrentProcedure

MembersgotoZZSFoffice.
Themmemberhastogototheofficerorunit/sectionconcernwiththemembersrecordasfar
ascontributionisconcern,
Thenamemberhastorequestforhis/heraccountbalancewherehe/shewillberequiredto
submitsZSSFmembershipcard(oranyotherdocumentusedasevidenceofbeingamember
toZSSF)
ZSSFOfficertakethemembersnumberthenkeyintothesystem
Ifthecontributionhasbeenpostedtothataccountthenastatementshowingthebalancewill
popup.
Thenamemberhastotakealookandverifyifallthemonthsandamountarecorrect
Otherwisehe/shehastogoforfurtherstepsandcorrectionstohis/heraccount.
Currently the member is just viewing the statement from the screen of computer; no hard
copyisgiventohim/herunlesshis/heremployersplaceaspecialrequest.

Whenyoutakecloserlookofthecurrentproceduresthenitisobvioustheproposedprojectwillbe
feasible. taking someone from let say Nungwi (North Region) to ZSSF main office just to see the
statementwhilethatcanbedonewhilehe/sheisinthesameareaonlyneedaserviceproviderlike
ZantelorTigo

4.0

PROJECTAPPROACH

4.1

Problemsanalysis
Thebasicpointofthisprojectistheinitiationofonline,webbasedinterfacethatwillenablean
equitablemeansforprovidingonlinememberscontributionestatementtowardZSSFinwhich
internet (web based) and mobile phones are proposed to be used in delivering members
statementandothernotificationstocustomersviaemailandSMS.
Theprojectisintendedtostateonhowtheutilizationofonlineservicesinprovidingmember
statements and others online service for the goal of continue automate of service, ensure
efficiency,reducecost,readabilityofservice,customercentricityandsaveZSSFmemberstime

andmoney.

4.2

ProjectMainGoal.

Tocontinueautomateofservice,ensureefficiency,reducecost,readabilityofservice
customercentricityandsavememberstimeandmoney.

Toexaminetheexistingfundsystemandallbusinessprocessesandrecommendareaof
improvementespeciallyinthedepartmentdealingwiththeprovisionalofservice.
To come up with the design and eventually the platform that will facilitate mobile
accesstothemembersaccount.
To explore the opportunities available in the ICT industries this can result to financial
gainsofthefund.

4.3

Objective/Output

Itsincreaseworkdoneefficiencyandinvolvedpersonalcontactbetweenmembersand
funds.

It reduced costs for both members and fund. Institutions save on operational and
processing expenses mainly due to reduction in technological costs for example, the
useoftheInternetandtheacquisitionofcomputers.Expendituresinpaperandpostage
are cut down along with time spent in executing personal transactions. Members also
save on time spent in dealing with individual contribution as in traditional receiving
system.
TocreateuniqueandinnovativesocialsecurityservicesinTanzania.

ToaccessbalancesthroughSMS,estatementandtollfreecallforZSSFmembersand
establishmentoffreeonlineservicecentreatdifferentregion.

4.3ProjectBenefits
AlthoughZSSFSexistingsystemsaimatincreasingtheefficiencyofthefundbutthisprojectwilladdthe
valueandreputationoftheZSSFasfarascommunicationtechnologyisconcern,Membersabilitytosee
theaccountbalancethroughahandsetitisoneamongthemajorimprovements.Othersbenefitsare:

Overalltoincreasebusinessservices
Attractmoreexistingcustomerswhoneedstounderstandtheircontributiontrend.
Attractmoreothersfundsmemberstojoinwiththefunds.

11 | P a g e

5.0

PLANNEDSTRATEGY

5.1

OrganizationalCapacity
The goals under this area include: rationalized of services, productive and motivated
workforce; robust service provided, updated and user friendly data bases and
management decision support systems; effective law enforcement and proper
inspectionandstreamlinedmembersregistrationbothemployerandemployee.

5.2

BuiltupFreeServiceCentre
VariouscentreshavebeenestablishedatallfiveregionofZanzibarwiththefollowing
facilities:networkcomputers,landlinefreeset,automaticsprinters.Allcentreshave
permanentelectricity,coolingsystemandresidentcustomercareofficer.

5.3

EffectiveandEfficientServicesProvision
Anumberofbroadgoalshavebeenplannedforeffectiveservicesprovision,including:
improved service delivery, good customer care, daily service centre inspection,
increasingnumberofstaff.AlltargetedgoalshaveaimstogiveZSSFcustomersagood
servicesandreadability.

5.4

ProjectMainactivity

CreatingawebpageforZSSF.
Installationofcomputingandnetworkingfacilities.
Installation of DBMS that will enable to link it with corresponding
telecommunicationCompany.
Implementationofnetworkingsecurityanddatabasesecurity.
TrainingstaffandcapacitybuildingtoZSSFusersaswellasITmembers.
Hiringconsultanttosupportingandmanagethesystem.
Conductconsumerawarenesscampaigns.

Keyfiguresinvolved
ZSSF since all members are registered with ZSSF that means all the basic information
thatcanfacilitatetheeasyimplementationoftheprojectwhichfinallywillleadtoeasy
accessofthedataassociatedwiththeaccountbalance.
Service providerthis will be like intermediary between a member and ZSSF where all
connectionswillpassthrough.

12 | P a g e

6.0

PROJECTAPPRAISAL

6.1

SocialAppraisal
Objectives this project is expected to provideahugesocialbenefitstothesociety
duetomakeZSSFservicestobeneartotheirmembers,reducingcost,ZSSFmembers
tobemodern,timeconsumed.Projectobjectivehaveaimstoimproveoflifestandard
toallmembers.
Theprojectwillbenefitstheindividualandsocietyasawholeinprovisionofadequate,
reliableandsustainablesocialsecurityservices.

6.2

EconomicAppraisal
Theproposedprojectwouldprovideemploymenttonumberofpeopleasdirectly
working for the project or indirectly by locating employment opportunities through
therichdatasourceatdifferentcentreandheadoffice.

6.3

TechnicalAppraisal
Project setup are already starting for establishing of one room as a centre of data
recovery, it will need some automation technician that was done by ZSSF ICT staff
under the one supervisor from Brain Technician Company. The selected Network
providertotheallcentreshaveanumberofhighlyskilledvolunteersinmanytechnical
aspects including computer networking, maintenance and troubleshooting. Two
desktopsupportersandonecustomercarehasbeenemployedatheadofficetoensure
thesafetycommunicationthroughinternetaswellasmobilephones.
LocalsuppliershavebeenselectedwithaSixyearswarrantsforsuppliersallICTneeded
equipments Such as Computers, Printers, Automatic Voltage Regulators (AVR),
Installationcables.

6.4

GenderAppraisal
A number of women and form IV school leaver will expected to win employment
chances on the field of Centre customer service officer. Also each centre has two
Security officers the target group of this chance a one man and one woman.

13 | P a g e

7.0

PROJECTIMPLEMENTATIONPLAN

7.1

MANAGEMENTARRANGEMENT

7.1.1 ZSSFOrganisationstructure
ZSSF hierarchically falls under the Ministry of finance economy and development planning
(Zanzibar).TheManagingDirector(MD),whoisappointedbythePresidentofZanzibar,isthe
Chief Executive Officer and is in charge of all jurisdictional responsibilities of ZSSF including
determination of the liability to the contribution payments and claim for the benefit
payments.TheMDisresponsibletoaBoardofTrusteewhoseChairmanisappointedbythe
PresidentandtheSixothermembersappointedbytheMinisterwhoresponsiblebyfinance.
MDisassistedbymanagementteamsthatformedbyfiveManagerswhojointlyconstitutethe
topmanagementofZSSF.

7.1.2ProjectOrganisationBreakdownstructure

MANAGEMENT

TEAM

ORGANISATION

ICT MANAGER

PROJECT MANAGER

SYSTEM
ADMINISTRATOR

HEAD OF
NETWORKING

SYSTEM ANALYST

HEAD OF OPERATION

Table1OrganisationBreakdownStructure

14 | P a g e

Managementteamistheimplementingprojectobjectivebytranslatingintoinstructionsforactionand
consulting,alsoEnsuringthattheFundfacilitiesandinstallationsareoperatedatoptimumefficiency
and are financially viable and responsible to maintain appropriate correspondence in relation to
supplieswithICTManagerandProjectManager.

7.2

OrganisationICTmanager:IsalinkbetweenmanagementteamandProjectManager.
ProjectManager:Supervising,controllingandcoordinatingtheoverallprojecttasks.
System administrator: Responsible of all project planning and system administration in Head office
andinServiceCentre.
Headofnetworking:Responsibleofallnetworkingproblemsandconnection.
Systemanalyst:Responsibleofallsystemmaintenanceandtroubleshooting.
HeadofOperation:Responsibleandaccountableforensurequalitycustomercareservices,controlling
andmonitoringtheperformanceofcustomerservicesprogressiveonweekly,monthlyandquarterly.

TIMINGANDSCHEDULING
Theprojectscheduledwithtimelimitedoffiveyearsduetotheirgoals,outcomes,objectives
andactivities.
The initial setup of the project will be 1 year, but the operational period for services is
estimatedat4yearsstartingfromJanuary01st,2012toDecember31st,2016.

TheactivityscheduleforthesetupscheduleisshownintheGantchartbelow.
ReferredAnnexTwoforGanttsCharts
AnnexThreeforActivityonnode(AoN)diagram.

WorkplanandTimeframeworkwhichisshowthetimescheduleoftheprojectforfiveyearsSee
Table2&3below.

My project proposal will use Gantt chart because it is simple and easy to use in determination of
timingframefortheproject.Thetablebelowshowthenumberoftaskanddaysinwhichtheproject
willtake.Theprojectsetupactivitieswilltakealmostoneyeartocompletestartingfrom1/01/2012
upto31/12/2012
TaskID
A
B
C
D
E
F

15 | P a g e

TaskName
Durationinmonths
Websitedesign,developmentandhosting
1
Prepare specification for networking devices, centre
1
allocation,ICTprojectequipmentssuchascomputers.
ProcurementsactivitiesofAcquirehardware,softwareand
2
Constructionoffreecentre.
Constructionactivitiesoffreeservicecentre
3
InstallationofLAN&VPN
1
LinkingZSSFdatabasewithtelecommunicationsoperators
1

TaskID
G
H
I
J
K

TaskName
Durationinmonths
suchasTTCL/Tigo/Zantel/Airtel/Vodacom.
LinkingZSSFdatabasewithFreeservicecentre
1
EmploymentandTrainingstaff,capacitybuildingforHead
1
officestaff,FreecentrestaffaswellasITmembers.
Networkconnectiontothefreeservicecentre
Testnetworkavailabilityandsignalstrength
Monitoringandcontrol

2
1
1

Table2WorkplanandTimeframework.
Activities E,F and H need one more time respectively to complete work while activities A,B,C,D,G,I,J,K
havenofloatorslack(Criticalpath),itssequenceofactivitydoesnotneedmoreextratimetocomplete
work.
activitywhichmustbecompleted Activityin
beforetheactivityinsequencecan Sequence

Activitywhichcannotcommenceuntil Activity
aftertheactivityinsequencehasbeen duration
completed

NONE

C D,E

D,F

H,L

H,I

NONE

Table3ProjectActivityImplementation

16 | P a g e

7.3

PROJECTRESPONSIBILITYMATRIX(TABLE4)

OBS
WBS

MANAGEMENT
TEAM

ICT
MANAGER

PROJECT
MANAGER

SYSTEM
ADMINISTRATOR

HEAD OF
NETWORKING

SYSTEM
ANALSYST

HEAD OF
OPERATION

Website design, development and

hosting

Prepare specification for

networking devices, centre
allocation, ICT project
equipments such as computers.
Procurements activities of
Acquire hardware, software and
Construction of free centre.
Construction activities of free
service centre
Installation of LAN & VPN
Linking ZSSF database with
telecommunications operators
such
as
TTCL/Tigo/Zantel/Airtel/Vodacom.
Linking ZSSF database with Free
service centre

Employment and Training staffs,

capacity building for Head
office staffs, Free centre
staffs.
Network connection to the free
service centre

Test network availability and

signal strength

Monitoring and control

17 | P a g e

7.4

PROJECTEDBUDGETANDCOSTING

7.4.1 PROJECTINCOME(REVENUE)

7.4.2

18 | P a g e

PARTICULAR

YEAR1
000,000

YEAR2
000,000

YEAR3
000,000

YEAR4
000,000

YEAR5
000,000

MEMBERSCONTRIBUTION

6,164

8,563

10,012

11,829

14,712

INTERESTINCOME

2,604

4,386

4,320

5,857

7,001

DIVIDENDINCOME

88

13

18

359

477

OTHERINCOME

3.8

1.94

60.7

55.5

54.1

PENALTIES

3.3

1.6

1.4

3.9

16.6

RENTINCOME
TOTAL

132.6
8,996

138.5
13,104

189.5
14,602

234.8
18,339

299.5
22,560

PROJECTEDCOST(EXPENDITURE)
PARTICULAR

YEAR1
000,000

YEAR2
000,000

YEAR3
000,000

YEAR4
000,000

YEAR5
000,000

Benefitpaid

1,420

1,408

1,945

2,909

3,520

Administrationexp

814

900

1,311

1,610

1,754

Financialexp

12.5

25.7

17.2

12.4

19.3

Repair&Maintenance

12.0

56.4

226.9

64.4

42.8

Otherexpense

59.3

87.5

82

117.8

129.7

Investmentexpenses

40.6

17.1

28.5

50.4

53.9

TOTAL

2,358

2,495

3,611

4,764

5,646

8.0

PROJECTFINANCIALANDRESOURCEPROJECTION

8.1PROJECTIONCOMPREHENSIVEINCOMESTATEMENT
PARTICULAR

YEAR1
000,000

YEAR2
000,000

YEAR3
000,000

YEAR4
000,000

YEAR5
000,000

2,604

4,386

4,320

5,857

7,001

132.6

138.5

189.5

234.8

299.5

Dividend
penalty

88
3.3

13
1.6

18
1.4

359
3.9

477
16.6

Totalinvincomebeforeexp
Lessinvestmentexpense

2,828
40.6

4,539
17.1

4,501
28.5

6455
50.4

7,794
53.9

Totalinvincomeafterexp
Memberscontribution
Otherincome
Totalinvestmentincome

2,787
6,164
3.8
8,955

4522
8,563
1.94
13,087

4,501
10,012
60.7
14,574

6405
11,829
55.5
18290

7,740
14,712
54.1
22,506

Benefit
administration

1,420
814

1,408
900

1,945
1,311

2,909
1,610

3,520
1,754

Financialexp

12.5

25.7

17.2

12.4

19.3

Repair&Maintenance

12.0

56.4

226.9

64.4

42.8

Otherexpense

59.3

87.5

82

117.8

129.7

Depreciation

80.8

76.3

242.2

140.6

179.8

Totaldeduction
Netincrease

2,399
6,556

2,554
10,533

3,824
10,750

4,854
13,436

5,646
16,860

Investmentincome
interest
income
rent

19 | P a g e

8.2PROJECTIONSTATEMENTCASHFLOW
PARTICULAR

YEAR1
000,000

YEAR2
000,000

YEAR3
000,000

YEAR4
000,000

YEAR5
000,000

Cashflowfromoperatingactivities
Paymenttoemployeeand
supplier

(682)

(1234.9)

(1687)

(2512)

(1777)

Receiptfrommiscellaneous

2.0

3.9

69

54

54

Netcashflowfrom
(680)
operating
Cashflowfrominvestmentactivities

(1,231)

(1,618)

(2,458)

(1,723)

Netinvestment

(6,581)

(9,741)

(8,597)

(9,825)

(11,964)

Purchaseofequipment

(40)

(31)

(94)

(211)

(425)

Incomereceivedfrom
2,405
investment
Netcashflowfrom
(4,216)
investmentactivities
Cashflowfromfinanceactivities

4,824

2,193

2,656

4,684

(4948)

(6498)

(7380)

(7,705)

Contribution

6,168

8,540

10,061

12,542

14,749

Paymenttopensioners

(1,419)

(1462)

(1935)

(2909)

(3520)

Netcashflowfromfinance

4,747

7,078

8,126

9,633

11,229

Netincreaseordecrease

(149)

898

9.5

(206)

1,800

Openingbalance

708

559

1,457

1,466

1,260

Endingbalance

559

1,457

1,466

1,260

3,061

20 | P a g e

8.3

PROJECTIONSTATEMENTOFFINANCIALPOSITION

YEAR1
000,000

YEAR2
000,000

YEAR3
000,000

YEAR4
000,000

YEAR5
000,000

28,945

35,919

46,325

57,755

73,487

Investmentproperty
TOTALINVESTMENT
ASSET
Noncurrentasset:

712
29,657

1732
37,651

1,732
48,057

3,860
61,615

4,359
77,846

equipment

389

349

203

292

568

Realasset
Software

1,127
0

2,185
0

2,157
0

2565
146

2,540
115

WIP

Currentasset:
inventory
Contribution
receivable
Otherreceivable
Cash
TOTALCURENT
ASSET
TOTALASSET

125
1,641

889
3,423

1,415
3,775

104
3,107

76
3,299

3.9
958

3.1
929

7
1,007

9
186

11
282

320
559
1,840.9

236
1,457
2,625

192
1,466
2,672

1,815
1,260
3,270

391
3,061
3,745

33,139

43,699

54,504

67,992

84,890

Accruedexpense

75

102

157

209

247

NETASSET
AVAILABLEFOR
BENEFIT
FINACEDBY:
OPENINGASSET

33,064

43,597

54,347

67,783

84,643

26,508

33,064

43,597

54,347

67,783

ADDITION

6,556
33,064

10,533
43,597

10,750
54,347

13,436
67,783

16,860
84,643

ASSETS
Investmentasset
Securities

LIABILITIES

21 | P a g e

9.0

MONITARINGANDEVALUATION
Monitoring and evaluation is very important aspect in any project implementation
whichissupporttounderstandtheactivitiesbehavior,movement,usageofresources
and in case of any problem appeared within the life of the project will be easy to
preserve.
Organisation management team will be responsible to monitor and evaluate the
project to see if it is operating within its budget limit and that it is meeting its
objectives in time. Due to this project of online members SMS services, toll free line
andestatementservices,themonitoringactivitieswillbecontinuousconcurrentand
integral featuring in all project components, and it will be done in a participatory
means.
Theindicatorsformonitoringpresentedinalogicframeworkandtheycanbeassessed
when it required. Particularly the monitoring and evaluation will assess the way of
financial statement and the uses of project money as what it has planned in several
activities to this project, also the uses of the resources, sometimes you may find the
resourcesarenotwellconstrainedsothat,thisprocesswilleffectandhelptoachieved
theneedsofstakeholdersrequirement.
It is important again for this online system to support and monitors for the
responsibilitiescharacteristictoallstakeholdersandcontributewhattheyaresuppose
todoattimescheduling,moreover,themissingofmonitoringandevaluationforthis
projectmightbehappenedwithanerrorsthroughdifferentstagesofactivitiescourse
sotheprojectwillgoonindeferentdirectionsofwhatithadbeenplannedbefore.
Regular progress reports will be provided and it will be used for performance
evaluationandregularmeetingforreviewingtheprojectperformancewillbemadeso
thatadjustmentcouldbemadetothebudget,scope,timeorotherresourcestoensure
successfulcompletionoftheproject.

22 | P a g e

10.0 RISKANALYSIS

Itispossibletoidentifytheriskoftheprojectwhenitisabouttobeimplemented,on
other hand the risk can be observed due to the category and type of the project. The
identification may have come in different aspects for instant environmental aspects,
economicalaspectsandalsosocialaspects.
The Best quality Project manager is the one who try to question him/her self this
question What is happen, if the project fails to perform as expected during its
operationallife?Manytechniquescanbeusedtoovercomethisquestion:sensitivity
and probability analysis, decision tree analysis and utility theory are the major used
techniquesofriskanalysis.

Onthisprojecttheirsomeriskassumptionitsmightbefacetheproject:

According to Galdun, J et al (2001) has try to identify the certain ICT project risks,
consequences and subsequent planning that project managers and organisation that
cantakeasanassumptionandhiscontrol:

Risk assumption: Technical difficulty encountered in developing the database

Effect: Delayed completion of certain tasksand hence the system may not finish as it
was expected. Technical difficulty encountered in developing the web page.
Risk control: The project manager is to be immediately notified so that additional
expertise can be acquired. All members of the project development team are familiar
withAccessandmanyreferencebooksareavailable.Allteammembersaretobeready
to jump in and help solve a technical problem even if they are not assigned to that
specifictask.

Riskassumption:Illnessofateammember
Effect: Delayed completion of tasksand also some task will remain waiting for the
responsibleonetoworkonhis/herpartduetoallocatedtimeframeandresourcebut
due to absence of one of the team member everything goes wrong.
Risk control: Resources can be reassigned, or the task can be split among more
resourcestoensurethattheprojectstaysontrack.

Riskassumption:Technicalfailureofdevelopmentequipment
Effect: This may cause delayed completion of tasksit might happen sometime the
system does not perform well due to specification of some equipment may not be
compatible with the system and cause inconvenience to proceed unless to press
another order hence it may lead to incomplete the project on time or delay.
Riskcontrol:TheprojectistobebackedupaftereachworksessionintoExternalhard
diskorCDROM.Intheeventofacomputerfailuretheywillusethebackuptocontinue
development.

23 | P a g e


Riskassumption:Downnetworkconnection
Effect to Project: The relatively slow speed of network dramatically slows the pace of
pagedownloads,particularlythosecontaininglargeimages.Theperceivedslowspeed
ofthewebisusuallyduetooverlargeimagesthat havenotbeenoptimized. Thisisa
veryseriousconsiderationslowwebsitesareunpopularandmanypeoplelosepatience
andleavethemprematurely.
Riskcontrol:Connectivityvendorshouldclearlysigncontractconcerningserviceand
maintenanceofconnectivitylineafterfirstinstallation.

Riskassumption:Criticaltasksnotbeingcompletedontarget
EffecttoProject:Theprobabilityoftheprojectnotbeingcompletedwithintheallotted
time frame. For example installation or testing of the system can take longer.
Riskcontrol:ProvidingstatusreportsasoutlinedintheCommunicationStandardswill
provide early detection of a slipping critical task. Resources can be reassigned, or the
taskcanbesplitamongmoreresourcestoensurethattheprojectisputbackontrack.

Riskassumption:DependencyononeISPProvider.
Effect to Project: Many web sites are hosted on servers operated and maintained by
ISPs. Rely on these companies to provide the support that we might need is a bit
complicated some time they dont have the service or unavailability of services may
cause
inconvenience
to
the
authority
as
well
as
customer.
Risk control: Legal contract is needed and it should clearly state all condition and
urgencyonceweneedthemorthereisaproblemtoimmediatelyrespondandsolveit.

11.0 CONCLUSIONANDRECOMMENDATIONS
Effective implementation of online members contribution balance system it is more
important to Zanzibar Social Security Fund and its will create good reputation to
customers and clearly state the benefits of utilizing automate of service and mobile
technology to get best quality of services. Team working , experience and skilled
experties are the only factors that help project to run in effeciency and easyble to
administer.

24 | P a g e

REFERENCES

McNurlinBandSpragueR(2006),InformationSystemsManagementinPractice,
7thedition,NewJersey:PearsonPrenticeHall.
HayesJ(2010),thetheoryandpracticeofchangemanagement,3rdedition,NewYork:Palgrave
Macmillan
ProjectManagementInstitute(2004),GuidetoProjectManagementBodyofKnowledge(PMBOK),3rd
Edition
Meyer E (2006), CSS: the definitive guide, 3rd Edition, Unites State of America: OReilly Media,
Inc
FishT(2007),Churchwebsitedesign:Astepbystepapproach,USA:BookSurge,LLC
Turbit N (2005), Project assumptions: Managing assumptions [online] available at
http://www.projectperfect.com.au/downloads/Info/info_assumptions.pdf accessed on [511
2011]
Conincketal(2008),Planning,Monitoringandevaluationindevelopmentorganizations:sharing
trainingandfacilitationexperiences,NewDelhi:VivekMehraforSAGEPublicationIndiaPvtLtd
SocialSecurityregulatoryauthority(2010)SocialsecurityschemeinTanzaniamainland,[online]
availableathttp://www.ssra.go.tz/documents/accessedon[5122011]
ZanzibarSocialSecurityFund(2011)Zssfprofile,[Online]availableat
http://www.zssf.org/index.php?menuid=1Accessedon[6122011]
GaldunJ(2001),ProjectShopWarwickNY:Statementofrisk,[online]availableat
http://www.gracefulbreeze.com/Project/StatementOfRisk.htmaccessedon[6122011]
UgandaNationalSocialSecurityFund(2010),Newsroom,[online]availableat
http://www.nssfug.org/85/News/NSSF_launches_SMS_service_estatements_toll_free_line
accessedon[30112011]

25 | P a g e

IANNEXONELOGICALFRAMEWORK MATRIX

NARATIVESUMMARY
OverallGoal

ProjectPurposes

ProjectOutputs/Results

ProjectActivities

INTERVENTIONLOGIC
To continue automate of
service, ensure efficiency,
reduce cost, readability of
services, customer centricity
and save members time and
money.
Organisation services delivery
has been increased and
affordable through ICT and
modern new technology by
rationalmanagement.
Its increase work done
efficiency
and
involved
personal contact between
membersandfunds.

VERIFIABLEINDICATORS
Effectiveness of automate
services
.readability
of
organisation
services
provided by the members
and increase a new
members.
Increase of customer service
centreandqualityofservices
delivery

MEANSOFVERIFICITION

RISKASSUMPTION

Monitoringandevaluation DependencyonISP
Provider,Technical
failureof
development
equipment
Numbers of members Illnessofterm
attended increases and members,technical
proper
members difficulty
feedbackwithafewtime. encounteredin
developingdatabase
Noofcustomerservices
Organisation
monthly Illnessofterm
officerhasbeenincreased
reports
Customers members,the
awareness towards the relativelowspeedof
fund
network

To access balances through Freeservicescentrehasbeen Organisation

monthly DependencyonISP
SMS, e statement and toll established.
reports
Customers Provider,Technical
free call for ZSSF members ICTtechnologyhasbeen
awareness towards the failureof
and establishment of free function.
development
fund
online service centre at Automateserviceshasbeen
equipment
differentregion.
increased
CreatingawebpageforZSSF Webpagehavebeencreating ProjectEvaluationReport Criticaltasknot
beingcompletedon
target,

Installationofcomputingand
networkingfacilities.

Systemhavebeenrun

SystemAdministrator
Report

Installation of DBMS that will

enable to link it with
corresponding
telecommunicationCompany.
Training staff and capacity
building to ZSSF users as well
asITmembers.

Availabilityoflinkbetween
ZSSFServerand
telecommunicationcompany

Networkadministrator
andHeadofoperation
report

Knowledgeandskillofthe
systemhavebeengained

Implementationofthe
customerawareness

27 | P a g e

technicaldifficulty
encounteredin
developing
database,Technical
failureof
development
equipment
Criticaltasknot
beingcompletedon
target,technical
difficulty
encounteredin
developing
database,Technical
failureof
development
equipment

technicaldifficulty
encounteredin
developingdatabase
Criticaltasknot
beingcompletedon
target,technical
difficulty
encounteredin
developing
database,Technical
failureof

28 | P a g e

Construction activities of free Startingoftheinstallationof

servicecentre
computingandnetworking
facilitieswithinfreeService
centre
Test network availability and Availabilityofnetwork
signalstrength

HeadofoperationReport

HeadofNetworking
report

development
equipment

Criticaltasknot
beingcompletedon
target,Illnessof
termmembers
Criticaltasknot
beingcompletedon
target,technical
difficulty
encounteredin
developing
database,Technical
failureof
development
equipment

IIANNEXTWOAONDIAGRAM/NETWORKANALYSISCHART

437

D3

4 07

START

011

112

224

819

A1

B1

C2

H1

001

102

2 0 4

9 110

415

516

718

10111

11112

12

E1

F1

G1

J1

K1

FINISH

5 1 6

6 17

7 0 8

10011

11012

12

8210

I2
8010

29 | P a g e

IIIANNEXTHREEGANTTCHART

30 | P a g e