Technical Assistance on Management Information System (MIS) for the Implementation of Regional Competitiveness Operational Programme (RCOP)

The overall objective is “to contribute to the achievements and overall success of the Regional Competitiveness Operational Programme (RCOP) and IPA financial assistance to Turkey by using IT concepts and tools to improve the efficiency and quality of Operating Structure's activities.”

The specific objectives are:

• To provide an integrated Management Information System related to; important tasks of programme management and IT requirements of Instrument for Pre Accession-Operational Structure (IPA-OS)
• To improve internal and external communication of IPA-OS with stakeholders by development of web portals as part of MIS

The results of the project are:

• An operational online, web based, Management Information System (MIS) for implementing main functions of RCOP is established
• Communication between MIS users and RCOP stakeholders and the IT infrastructure within IPA-OS is improved
• Ensured sustainability of MIS system management and maintenance by the IPA-OS staff

Main MIS Modules include the following:

1. Operational Programme Management
2. Project Management (Pre-OIS-Concept Notes)
3. Project Management (OIS-MPAF)
4. Procurement & Tendering (including Ex-ante control)
5. Contract Management
6. Monitoring
7. Financial Management
8. Corporate Portal (Intranet, Extranet, Website)
9. Audit & Control
10. Human Resources

MIS is implemented under composition of four main components:

Component 1: Intranet Portal:  includes the vertical modules of MIS. The related departments covered under the MIS functionalities are:

• Programming Department
• Finance and Contracts Department
• Monitoring and Evaluation Department
• Quality Assurance and Control Department
• Administrative Services
• IT Services (System administration of MIS)

Component 2: Horizontal Modules: provides common services to the whole system. The indicative horizontal services and minimum functional and technical expectations are given below:

• Extended Document Management System
• Extended Reporting System
• Access Management /Membership Management of the System
• Content Management System
• Backup and Recovery

Component 3: Public Portal (Official Web Site) of RCP-CID: web site for general users with:

• "Tender Database Search"
• Electronic Project Generation Service (EPGS)

Component 4: Extranet (End-Recipient Portal) of MIS: for authorized users out of the directorate.

Technologies involved:

Java EE 6.0, PostgreSQL, Liferay Portal, Enterprise Architect, Redmine, Role based authentication, information security (OWASP, 27001), database security UNIX, DB Server, Server Virtualization (Portal server, Application server, LDAP, e-mail, etc.), Security systems (firewall, VPN, etc.), Backup and Recovery system and software, Windows, MS Office.

Trainings:

• Beneficiary User trainings
• ERA User Training to the external user and auditors
• Technical trainings (class trainings and on the job trainings) on the technologies that are used

ICT Services Provided

• Analysis and definition of supply requirements of MIS
• ToR Technical specifications and Market Study preparation for It Infrastructure ICT supply tender in line with PRAG guidelines/rules/templates
• Implementation of resource tracking tool for project resource management
• Preparation of Project Quality Plan in line with IEEE 12207 & KMO’s methodology
• Executing Software Implementation Life Cycle in Agile methodology
• Quality Assurance and audit in line with pre-set quality standards and PQP
• Requirements analysis and preparation of SRS
• Design of MIS and preparation of SDD
• Modular Development of MIS
• Deployment of MIS
• Technical Trainings on technologies involved (Java, Oracle, Liferay, etc.)
• Technical Trainings for system administration and maintenance
• System Maintenance and help desk
• Preparation of "Acceptance Plan" in line with EU acceptance procedures
• System Acceptance

The phases of the project is as follows;

Phase 1: Requirement analysis

• Preparation of needs assessment and software requirement specification
• Business modeling and definition of system functionalities
• Design of Network Topology Model and UML Diagrams

Phase 2: Design of MIS Solution

• System and software architectural design
• Design of Database Diagram
• Design of two different database as the main database and the test database
• Design of portals, GUIs, data transfer services

Phase 3: Application development

• Writing of well-functioning software source codes
• Integration of software

Phase 4: Testing (Beta and Alpha)

• Preparation of Test Plan Document and forms
• Realization of Alpha and Beta Tests
• Realization of End User Tests with all type of users
• Preparation of Test Reports

Phase 5: Training of MIS

• Training the IT staff regarding the utilized technologies involved (Java, Oracle DB, Liferay, etc.)
• End-users training of IPA-OS Staff & end recipients
• Preparation of Technical and user manuals
• Preparation of Training Plan and  Training Materials

Phase 6: Deployment of application in RCP-CID

• Preparation of Deployment Reports
• System Integration