THIS TOPIC INCLUDES FOLLOWING THEMES
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Electronic document management & Hardware and software for
ICT project work-flow
1)
Research and development projects
2)
Network architecture and hardware for ICT project
management
3)
Project management & document flow software (i.e., svn,
Trac)
4)
Distributed computing and data storage
5)
Hierarchical model of scientific research (flowcharts
design)
ICT FOR DEVELOPMENT (ICTD) PROJECTS
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• ICTD Project Management
• Project management is a method, a discipline, and a process.
• It has a set of tools for planning, implementing, maintaining, monitoring and evaluating progress of activities.
• In line with larger goals and objectives of the organization, it defines what has to be accomplished.
• The major challenges in project management are managing the project scope and resources, particularly time, cost and people.
• Timing is important in project management. To manage time, good project
VITAL FACTORS OF PROJECT MANAGEMENT
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• People
• Projects are developed, managed and implemented by people. Project managers have to understand the roles and participation of people in the project, including stakeholders and beneficiaries. They need to manage the expectations of the people involved in the project.
• Process
• A process that runs well relies on good procedural design by management and adherence to the process by the project implementers or staff. A well-designed and precise process can lead to the discovery of potentialities, and enhance the
capabilities or competencies of project staff members resulting in self-propelling staff, which is vital to the success of internal project management.
• Technology
DISCIPLINES OF PROJECT MANAGEMENT
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• Scope – managing all the work required to complete the project successfully; this also includes the vision, goals, requirements at a high level, and the specific ‘commercial’ and technical specifications at the lower level3
• Time – managing the duration of the project and the estimated time when tasks will be completed. Tools that can help manage time include Gantt charts schedulers
• Cost – managing the money allocated and will be spent for project resources, activities, tasks, and services; it may also be wise to add time and cost in the risk and change factors identified in the project
DISCIPLINES OF PROJECT MANAGEMENT
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• Risk – managing the uncertainties that pose threats, limitations and obstacles to the achievement of project goals and objectives
• Quality – managing the parameters set, the standards and forms, and ensuring user focus and reliability of the planned project performance
• Procurement – managing the process of acquiring goods, services, infrastructure and equipment that are needed by the project to meet its goals, objectives and deliverables
DISCIPLINES OF PROJECT MANAGEMENT
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• Integration – ensuring coordination, coherence and consistency of tasks, actions, activities, and documentation
• Issues and Acceptance – managing problems raised by users during the analysis of requirements, testing, and at the receipt of project products
POST-PROJECT: PUTTING ICT SYSTEMS INTO
OPERATION AND ISSUES OF SUSTAINABILITY
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• Policy environment
POST-PROJECT: PUTTING ICT SYSTEMS INTO
OPERATION AND ISSUES OF SUSTAINABILITY
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• Capacity for maintenance and improvement
• Aside from policies, there are resources required to ensure the continuity,
maintenance and improvement of the product or system. A product sponsor (for example, a Ministry at the country level, a local government unit at the local government unit level, or an ICT or Management Information System Unit at the organizational level) that will continue to support the development and
POST-PROJECT: PUTTING ICT SYSTEMS INTO
OPERATION AND ISSUES OF SUSTAINABILITY
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• Continuous advocacy
FOR ICTD PROJECTS TO BE SUCCESSFUL, THE
FOLLOWING PRINCIPLES SHOULD BE OBSERVED
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• Participation – People who are part of the project should be involved at every stage, from the initial needs assessment through to monitoring. A participatory and demand-driven approach increases the impact of ICTD activities.
• Local ownership and capacity development – For projects to be sustainable, they must be locally owned and accompanied by human and organizational capacity development. Physical access is just one element of effective ICT access and use. Local ownership and capacity development will ensure that individuals, communities and organizations can use and maintain ICT systems and gain the full benefits from their use.
FOR ICTD PROJECTS TO BE SUCCESSFUL, THE
FOLLOWING PRINCIPLES SHOULD BE OBSERVED
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• Multi-stakeholder partnerships – ICT use will have spill over effects beyond individual sectors and programmes and can considerably improve outreach and resource
allocation. Multi-stakeholder partnerships are an appropriate response to the
complexity of this task in view of the need for increased resources and the fact that development is the responsibility of all sectors of society with multi-level linkages.
• Alignment – The potential benefits for the poor are more likely to be realized when ICTD activities are aligned with the larger demand-driven development efforts of partners, particularly those related to poverty reduction.
FOR ICTD PROJECTS TO BE SUCCESSFUL, THE
FOLLOWING PRINCIPLES SHOULD BE OBSERVED
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• Competitive enabling environment – An enabling ICT policy environment includes respect for freedom of expression, diversity and the free flow of information,
completion of ICT infrastructure provisions, including in the last mile, and investment in service development, including local content and the adoption of open source solutions.
• Financial and social sustainability – In order for projects to be financially sustainable, all potential costs and revenue generation should be included in the planning
process from the start. The issue of social sustainability is of equal importance and is secured through local ownership and capacity building. It is essential for both social and financial sustainability to be considered.
CORE CAPABILITIES – DOCUMENT/CONTENT
MANAGEMENT SYSTEMS
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Key functions Summary of capabilities Document
production and capture
Integrate with common office productivity software to support creation and capture of documents.
Integrate with e-mail clients to capture e-mail messages and attachments.
Integrate with drawing tools to capture drawings generated by computer aided drafting tools.
Capture images, photos, digital videos and other multimedia by interfacing with relevant devices.
Categorization Arrange content into logical classifications for indexing, search, and retrieval.
Support categorization via folder or object structures and metadata that describes documents/content.
Automate unique document numbering.
Automate capture of metadata (where applicable, e. g., from computer operating environment).
CORE CAPABILITIES – DOCUMENT/CONTENT
MANAGEMENT SYSTEMS
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Key functions Summary of capabilities Document
templates
Enable users to create documents from templates stored in the document management system.
Manage templates in similar manner to other electronic documents, i. e. repository services (check-in/checkout, version control are applied).
Document repository services
Provide check-in/checkout to maintain document integrity during editing. Provide version control to increment versioning of documents such that the current version is default for retrieval and viewing.
Support drawing revision control and revision numbering (in drawing environments).
CORE CAPABILITIES – DOCUMENT/CONTENT
MANAGEMENT SYSTEMS
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Key functions Summary of capabilities Complex
document relationships
Manage links and embedded content within digital documents, and maintain integrity during versioning.
Support automatic production of document renditions, creation of links between source and rendered documents, and manage integrity during versioning.
Maintain hyperlinks to content references within documents or to documents.
Manage parent-child relationships between multiple drawings (in drawing environments).
Document lifecycles
Manage the transition of document states through pre-defined lifecycles. Support document lifecycle association with business process (via
CORE CAPABILITIES – DOCUMENT/CONTENT
MANAGEMENT SYSTEMS
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Key functions Summary of capabilities Integrated
workflow
Automate review and approval of documents; control distribution of documents.
Provide business process automation capabilities and association with document lifecycles.
Navigation, search
and retrieval
Enable navigation via categorization structures.
CORE CAPABILITIES – DOCUMENT/CONTENT
MANAGEMENT SYSTEMS
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Key functions Summary of capabilities Viewing,
Markups, Annotations
View digital documents in native application. Integrate with viewer to view PDF documents.
Provide integrated viewer for viewing documents where native application is not available.
Support red line, markup and annotation functions (e. g., drawings). Archival,
retention, and disposal
Implement recordkeeping archival policy for features such as disposal scheduling and archiving.
Security Integrate with directory access services for login and authentication of users.
EXAMPLES OF CANDIDATE SYSTEM INTERFACES
FOR DOCUMENT AND CONTENT MANAGEMENT
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Interface relationship
Examples of interface capabilities Enterprise
resource planning (ERP)
Access documents in document management system directly from ERP system.
Invoke and manage document repository services from within ERP. Invoke and manage document lifecycles from within ERP.
Initiate and manage document review and approval workflows.
Capture documents (such as reports) generated by ERP systems into the document management system.
Utilization of business process management tools/workflow to interface between ERP and document/content management.
EXAMPLES OF CANDIDATE SYSTEM INTERFACES
FOR DOCUMENT AND CONTENT MANAGEMENT
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Interface relationship
Examples of interface capabilities
Portal Search, retrieve and view digital documents and content via a Web based interface.
Invoke and manage document lifecycles from within interface. Initiate and manage document review and approval workflows. Collaboration Capture documents created by collaboration teams.
Invoke and manage document lifecycles from within collaboration space. Initiate and manage document review and approval workflows from within collaboration space.
EXAMPLES OF CANDIDATE SYSTEM INTERFACES
FOR DOCUMENT AND CONTENT MANAGEMENT
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Interface relationship
Examples of interface capabilities Web
publishing
Create and manage content that is published to websites. Manage multiple types of rich media content for publishing.
Support automated review and approval processes for content using integrated workflow.
Manage both publication and retirement of Web content. Document
imaging
Interface with document imaging systems to capture digital images of scanned documents.
Import metadata captured during image process, i. e. via integration of imaging systems with recognition systems such as optical character
recognition (OCR), intelligent character recognition (ICR), and optical mark recognition (OMR).
Import content (text) from scanned documents using OCR/ICR technologies.
EXAMPLES OF CANDIDATE SYSTEM INTERFACES
FOR DOCUMENT AND CONTENT MANAGEMENT
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Interface relationship
Examples of interface capabilities E-mail
archiving
Apply standard information policies (e. g., retention and disposal) across content in e-mail archiving system and document/content management system(s).
Support requirements for invoking legal hold on content in e-mail and document/content repositories.
Manage records retention and disposal policies for all e-mails/documents/content irrespective of repository.
Support integrated search and retrieval (e. g., location of content during discovery processes).
Business intelligence/ reporting tools
Capture reports generated by business intelligence/reporting systems into the document management system.
Invoke document lifecycles.
EXAMPLES OF CANDIDATE SYSTEM INTERFACES
FOR DOCUMENT AND CONTENT MANAGEMENT
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Interface relationship
Examples of interface capabilities Document
generation
Capture documents generated in formats suited to multiple delivery channels.
Categorize documents using content categorization capabilities of document management system.
Manage multiple formats of the same document using rendition management capabilities.
Invoke document lifecycles and workflows.
