Government of Malawi. National Addressing Project for Malawi

Transcription

1 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i Government of Malawi National Addressing Project for Malawi 1

2 Project Charter 2

3 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i National Addressing Project for Malawi 3

4 Project Charter CONTENTS EXECUTIVE SUMMARY 5 Introduction 6 2. PROJECT DESCRIPTION Project Components Project Approach Project Implementation JUSTIFICATION Business Need Socio-Economic Impact PROJECT OBJECTIVES PROJECT DELIVERABLES PROJECT SCOPE Coverage of Pilot Phase National Rollout PROJECT ASSUMPTIONS, CONSTRAINTS & RISKS Project Assumptions Project Constraints Risk Assessment PROJECT MANAGEMENT Project Roles & Responsibilities Project Tracker Logical framework matrix for the implementation of National Addressing Project for Malawi Proposed Budget Estimates Communication Strategy CONCLUSION 34 4

5 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i EXECUTIVE SUMMARY Addresses are essential for socio-economic development as they allow people to be connected to the formal economy thereby having access to a host of commercial and social products and services. Despite the obvious benefits, the majority of people in Malawi do not have a formal address. Malawi s National Addressing System is therefore aimed at solving this problem by ensuring that a comprehensive system of property location, numbering, mapping, and all associated processes is put in place. The National Addressing System is a multi-stakeholder driven national project with the following components: i. A National Postcode System ii. National Addressing Standards iii. A National Address Database iv. Physical Infrastructure v. Geographic Information System (GIS) Support for the Addressing Database vi. Public Awareness The six project components have been placed under the responsibility of multi stakeholder Sub- Committees, which will be reporting to the Technical Committee. The Technical Committee will be under the supervision of MACRA. The Project will be implemented in phases, commencing with a one year pilot phase in selected Townships of Blantyre City and parts of Blantyre rural. Upon successful completion of the Pilot phase and evaluation of results, national roll-out will follow. 5

6 Project Charter 1. INTRODUCTION The Project Charter aims at outlining the National Addressing System so that project goals, objectives, justification, approach, scope and responsibilities are clearly defined and understood by all project stakeholders. It will also serve as a reference document for the project and provide a project implementation roadmap. 2. PROJECT DESCRIPTION 2.1 Project Components The National Addressing System shall have six components as follows:- (i) A National Postcode System (ii) National Addressing Standards (iii) A National Address & Postcode Database (iv) Physical Infrastructure (v) Geographic Information System (GIS) Support for the Addressing Database (vi) Public Awareness 6

7 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i National Postcode Physical Infrastructure Addressing Standard National Addressing System GIS Component Address Database Public Awareness 7

8 MA Tech Comm Project Charter 2.2 Project Approach The project components have been placed under the responsibility of multi-stakeholder Subcommittees that report to the Technical Committee. The Technical Committee will be under the supervision of MACRA. BUDGET AND FINANCE PHYSICAL INFRASTRUCTURE Addressing Standards and Postcodes 8

9 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i CRA nical ittee Legal GIS AND DATABASE Public Awareness The project activities will be coordinated by MACRA which is designated as a Project Manager. 9

10 Project Charter The sub-committees will be responsible for specific tasks under each project component as outlined in the table below: No SUB-COMMITTEE Addressing Standards and Postcodes Physical Infrastructure Legal TASKS Review of standards e.g. Universal Postal Union (UPU) S42 Draft Malawi standards on addressing Stakeholder consultations Final review, approval and publication of standards Review and draft postcode directory Stakeholder consultation, approval and publication of postcodes Ensure a flexible postcode that can develop over time to meet business needs Provide large businesses with unique postcodes Link postcodes to addresses Work with database team to capture postcode data electronically Reconnaissance and data collection Street naming and property numbering Deploy signage and numbers Carry out physical mapping in accordance with GIS team proposals Provide legal advice and guidance Establish the needs of the project in regard to Physical Addressing laws Propose regulations, rules and standards on physical addressing 10

11 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i No SUB-COMMITTEE GIS and Database Public Awareness Budget and Finance TASKS Clarifying requirements with all stakeholders Specifying fields required in the database Management of system development consultancy Completion, testing and commissioning of database Maintaining database after project completion field data capture, standardisation, and data validation Data compilation, editing and maintenance Identify the best GIS system to map Malawi Merge existing GIS data into a standard format Develop mapping in coordination with other teams Development of Communication Strategy Awareness and Sensitization Promote the use of addresses through large businesses Ensure availability of adequate resources for the project through MACRA and donor funding Accounting for revenue and expenses for the project Capacity building 11

12 Project Charter 2.3 Project Implementation The Project will be implemented in phases, commencing with a one-year pilot phase in selected areas of Blantyre District. Upon successful completion of the Pilot phase and evaluation of results, a phased national roll-out shall follow. Project Year of Area Phases Implementation Pilot Phase 2017/ Low Density Area: Namiwawa 1.2 Medium Density Area: Chinyonga 1.3 High Density Area: Ndirande Safarao 1.4 Industrial Area: Ginnery Corner and Makata Industrial Site 1.5 Rural Area: Somola, Masanjala and Somba Villages in Lirangwe Phase One 2017/18 Lilongwe, Mzuzu, Zomba, Blantyre, Chitipa, Chikwawa, Ntchisi Phase Two 2018/19 Thyolo, Mangochi, Mulanje, Karonga, Likoma Phase Three 2019/20 Phase Four 2020/21 Mzimba, Dedza, Balaka, Chiradzulu, Mwanza, Neno, Dowa Nkhata Bay, Salima, Machinga, Mchinji, Kasungu, Nsanje, Ntcheu Phase Five 2021/22 Rumphi, Ntchisi, Nkhotakota, Machinga, Phalombe 12

13 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i 13

14 Project Charter 3. JUSTIFICATION 3.1 Business Need National addressing is an exercise that identifies the location of a plot or dwelling on the ground to assign and address using a system of maps and signs that gives the number or names of streets and buildings. This concept may be extended to urban networks and services. The lack of a comprehensive system of street naming and property numbering in Malawi has detrimental impact on the provision of services and affects businesses to operate efficiently. Without an addressing system, utility companies, courier operators and banks have to establish a complex system of identification of an individual involving third party references. National Addressing, therefore, provides an opportunity to develop efficient service delivery system reaching target beneficiaries at the right time. National addressing is therefore essential for socioeconomic development as it helps people to be connected to the formal economy thereby having access to a host of commercial and social products and services. Despite the obvious benefits, however, the majority of people in developing countries (including Malawi) do not have an address in the true sense of the word. Malawi s National Addressing System is therefore aimed at solving this problem by ensuring that a comprehensive system of property location, numbering, mapping, and all associated processes is put in place. 3.2 Socio-Economic Impact The National Addressing System has a number of socio-economic benefits. The socio-economic impacts of the project, both direct and indirect, have been identified in order to assist in the mitigation and possible avoidance of adverse impacts, and also to support planning for the maximisation of 14

15 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i beneficial impacts. The social benefits for the project are: (i) Connection of individuals to Local and Central Government (ii) Effective response to emergency situations by Fire, police and ambulance services (iii) Provision of verifiable proof of residence (iv) Improved registration of births, marriages and deaths (v) Improved provision of health services and maintenance of personal health records (vi) Effective identification and control of disease outbreaks (vii) Better targeting for dissemination of essential services (such as specific areas to expand water and power provision) (viii) Provision of a basis for the provision of ID cards (ix) Increased opportunities to reshape urban areas into user friendly towns and cities. (x) Increased opportunities for increased distance-learning due to efficient, reliable postal & courier service delivery down to household level The economic benefits for the project are: (i) Increased revenues to Government through tax collection (ii) Improved billing processes for water, power and other utilities leading to increased funds available to expand services. (iii) Facilitation of domestic and cross border trade through provision for home delivery of services (including e-commerce) 15

16 Project Charter (iv) Enhanced tourism (v) Increased accuracy in collection of census information (vi) Facilitation of financial inclusion by enabling financial institutions to expand services to a greater range of customers and easing the process of identifying individuals (vii) Increased service delivery success due to enhanced address accuracy (viii) Increased opportunities for private sector marketing research and analysis through improved targeting 4. PROJECT OBJECTIVES The main objective of this project is to develop and implement a comprehensive national addressing system. In implementing this project, the following specific objectives are to be pursued: (i) Design, develop and roll out appropriate physical address infrastructure particularly street and area name signage and property numbering throughout the country, (ii) Design, develop and introduce a suitable postcode system for the country, (iii) Design, develop and implement a National Addressing Standard meeting relevant international standards, (iv) Design and develop a National Address Database capable of storing and maintaining address information that can be accessed and utilised by a variety of stakeholders, (v) Design and develop a Geographic Information System (GIS) to be fully integrated with the National Address Database. 16

17 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i 5. PROJECT DELIVERABLES The tangible project deliverables will include the following: (i) Complete, comprehensive street naming and property numbering throughout the country, (ii) Deployment and/or replacement of physical addressing infrastructure in residential and commercial areas throughout the country, (iii) Production of a comprehensive Manual for Street Addressing for use of Local Councils in the country, (iv) Production of an approved National Postcode Directory with supporting legal instruments for its implementation, (v) Production of a National Physical Addressing Standard in full compliance with the relevant standards and legislations (vi) A National Address Database with a fully integrated GIS component (vii) A comprehensive report on the pilot phase with recommendations for a nationwide rollout. (viii) A National Centre for maintaining GIS and Data Bank 6. PROJECT SCOPE The aim of the project is to roll-out a National Addressing System, to all parts of the country through a systematic phased approach. 17

18 Project Charter 6.1 Coverage of Pilot Phase The scope of the Initial/Pilot phase shall be restricted to the pilot areas listed below: (i) Namiwawa (ii) Chinyonga (iii) Ndirande Safarao (iv) Ginnery Corner and Makata Industrial Site (v) Somola, Masanjala and Somba Villages in Lirangwe 6.2 National Rollout The subsequent phases of the project implementation will cover urban and rural areas throughout the country. Illegal settlements shall not be covered in the Project. However, those under squatter upgrading programmes might be considered. The project activities will include the following: (i) On site reconnaissance in identified Project Areas, (ii) Data collection and validation in identified Project Areas, (iii) Formulation and confirmation of address types and address structures (iv) Street-naming and property numbering in identified Project Areas (v) Design, procurement and deployment of addressing infrastructure (street signage and house numbering) in all Project Areas (vi) Design and development of post coding system for the entire country, (vii) Draft, finalise and implement Addressing Standards for the entire country, 18

19 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i (viii) Design and develop Address Database to capture and store address data for the pilot areas and eventually, the rest of the country, (ix) Design and develop Geographic Information System (GIS) support for Address database, (x) Design, develop and deploy effective means of creating nationwide public awareness on the project and its benefits. 7. PROJECT ASSUMPTIONS, CONSTRAINTS & RISKS 7.1 Project Assumptions The following assumptions were made in preparing the Project Charter: (i) The project will receive full support and backing of Government and the public. (ii) All stakeholders will ensure that project team members are available when required to perform project tasks. (iii) The Technical Committee and all other project participants will participate in the timely execution of the Project (i.e., strict adherence to agreed timelines and meeting when required), (iv) Failure to identify changes to project deliverables within a specified timeframe will result in project delays, (v) All financial and material resources required for implementation will be made available in good time. (vi) The Project Charter may change as the need arises. 7.2 Project Constraints The project envisages the following constraints: 19

20 Project Charter (i) Technical committee members, though officially assigned to the Project by their respective employers, still have to perform their normal duties in addition to project work. (ii) Removal of project funding (iii) Withdrawal of support from key stakeholder/s (iv) Natural disasters 7.3 Risk Assessment The Risk Assessment below attempts to identify, characterise, prioritise and document a mitigation approach relative to the identified risks that may affect the Project. The Risk Assessment will be continuously monitored and updated throughout the life of the project, with periodic assessments. Mitigation approaches will be agreed upon by project leadership where each Sub-Committee will be required to identify new risks and proposed mitigation strategies. The Project Manager will then convey amendments and recommended contingencies to the Full Technical Committee periodically as conditions may warrant. Some of the risks are as follows: Risk Risk Level L/M/H Likelihood Mitigation Strategy of Event Project Size Excessive Man-hours H: In excess of normal Certainty Project participation not restricted to for key project working hours committee members but extended to their participants respective organisations that may provide alternative representatives when required. Unmanageable team H: Includes field staff, Certainty Comprehensive communications plan, size at Peak communities and frequent meetings, tight project vendors of address management oversight infrastructure. 20

21 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i Risk Risk Level L/M/H Likelihood Mitigation Strategy Project Definition of Event Project Scope L: Scope clearly Unlikely Scope defined but to be reviewed after pilot defined, subject to revision phase to prevent undetected scope creep Project Deliverables L: Well defined Unlikely Included in Project Charter Cost Estimates M: Largely estimated Likely Included in project budgets, subject to Unrealistic amendment as actual costs become apparent and new details regarding project scope are revealed Timeline Estimates M: Timeline assumes Likely Timeline reviewed quarterly by all groups Unrealistic no derailment (Sub-Committees, Technical Committee, and Project Manager) to prevent undetected timeline departures Project Leadership Absence of Financial H: Understands value Likely Frequently seek feedback to ensure commitment of the project continued support Absence of L: Understands value Unlikely Frequently seek feedback to ensure Commitment of & supports project continued support stakeholders Project Staffing Project Team M: Team members Likely Continuous review of project momentum Availability from various by Sub-Committees and Project Manager to institutions readily identify any impacts caused by un available availability of project team members and propose mitigation measures 21

22 Project Charter Risk Risk Level L/M/H Likelihood Mitigation Strategy of Event Project Management Procurement process H: Procurement Likely Timely preparation of TORs and use of may be long Methodology must requests for Expressions of Interest as a conform to public means of reducing vendor selection time. procurement procedures Project Management L: Well-defined Unlikely Included in project charter, subject to Procedures unclear amendment Vendor Management Non adherence to M: Rework required Likely Vendor selection to be based, in part, on how specifications well the proposed application matches defined functional specifications. 22

23 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i 8. PROJECT MANAGEMENT 8.1 Project Roles & Responsibilities Role Responsibilities Participant(s) Project Provide project oversight and guidance GoM, MACRA Sponsors Review/approve project components Approve funding and resource allocation strategies, and significant changes to funding/resource allocation Project Provide policy direction/guidance and oversight MACRA Manager including high-level support for the project. Coordination of all project activities Secretarial work and logistics Call for and Coordinate meetings of Technical Committees Technical Manages project as per project plan 1. MACRA Committee Supervises consultants 2. Chairperson of Supervises vendor(s) Sub-Committees Provides overall project direction Lead team members toward project objectives Monitoring role as well as evaluation of progress implementation 23

24 Project Charter Role Responsibilities Participant(s) Sub- Addressing Standards and Postcodes Chair Malawi Posts Corporation Committee 1 Review of standards e.g. Universal Postal Union (UPU) S42 Draft Malawi standards on addressing Stakeholder consultations Final review, approval and publication of standards Review and draft postcode directory Stakeholder consultation, approval and publication of postcodes Ensure a flexible postcode that can develop over time to meet business needs Provide large businesses with unique postcodes Link postcodes to addresses Work with database team to capture postcode data electronically Membership: 1. Department of Survey 2. Ministry of ICT 3. Ministry of Local Government 4. National Statistical Office 5. Malawi Bureau of Standards (MBS) 6. Department of Physical Planning 7. City Councils 8. MACRA Sub- GIS and Address Database Chair National Statistical Office Committee 2 Clarifying requirements with all stakeholders Specifying fields required in the database Management of system development consultancy Completion, testing and commissioning of database Maintaining database after project completion field data capture, standardisation, and data validation Data compilation, editing and maintenance Identify the best GIS system to map Malawi Merge existing GIS data into a standard format Develop mapping in coordination with other teams Membership: 1. Water Boards 2. ESCOM 3. City Councils. 4. Department of Survey 5. Department of Physical Planning 6. Dept of E-Government 7. National Registration Bureau 8. MACRA 24

25 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i Role Responsibilities Participant(s) Sub-Committee 3 Physical Infrastructure Chair BT City Council Reconnaissance and data collection Street naming and property numbering Deploy signage and numbers Carry out physical mapping in accordance with GIS team proposals Membership: Sub-Committee 4 Legal Chair MACRA Provide legal advice and guidance Establish the needs of the project in regard to Physical Addressing laws Propose regulations, rules and standards on physical addressing 1. Department of Survey 2. Department of Physical Planning 3. Roads Authority 4. Malawi Housing Corporation 5. National Statistical Office 6. City Councils 7. Ministry of ICT 8. MACRA Membership: 1. Representatives from the following: 1a. Physical Infrastructure SUb- Committee 1b. GIS and Database committee 2. Malawi Housing Corporation 3. Ministry of Justice 4. Ministry of Lands 25

26 Project Charter Role Responsibilities Participant(s) Sub-Committee 5 Budget and Finance Chair MACRA Ensure availability of adequate resources for the project through MACRA and donor funding Accounting for revenue and expenses for the project Capacity building Membership: Sub-Committee 6 Public Awareness Chair MACRA Development of Communication Strategy Awareness and Sensitization Promote the use of addresses through large businesses 1. Roads Fund Administration 2. Ministry of Finance 3. City and district councils Membership: 1. Malawi Posts Corporation 2. Ministry of ICT 3. City and district councils 26

27 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i 8.2 Project Tracker Pilot Project Phase 1 Phase 2 Phase / / / / / /22 1. Blantyre 2. Namiwawa 3. Chinyonga 4. Makata Industrial Area 5. Ndirande Safarawo 6. Lirangwe 1. Lilongwe 2. Mzuzu 3. Zomba 4. Blantyre 5. Chitipa 6. Chikwawa 7. Ntchisi 1. Thyolo 2. Mangochi 3. Mulanje 4. Karonga 5. Likoma 1. Mzimba 2. Dedza 3. Balaka 4. Chiradzulu 5. Mwanza 6. Neno 7. Dowa 27

28 Project Charter Phase 4 Phase / / / / / /22 1. NkhataBay 2. Salima 3. Machinga 4. Mchinji 5. Kasungu 6. Nsanje 7. Ntcheu 1. Rumphi 2. Ntchisi 3. Nkotakota 4. Phalombe 5. Machinga 28

29 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i 8.3 Logical Framework Matrix for the Implementation of National Addressing System in Malawi Narrative Summary Objectively Verifiable Means of Important Assumptions Indicators Indicators Verification (External Factors) Overall Objective: To develop and implement a (i) Postcodes allocated to (i) Implementation Political will comprehensive national areas and post office status reports. Coordinated effort from addressing system for system (ii) Operational implementers and Malawi by 2020 (ii) National address national cooperating partners database created databank Cooperation by all (iii) Standardized addresses (iii) Physical onsite stakeholders developed verification Availability of financial (iv) Physical infrastructure (iv) National GIS resources deployed in urban and solution installed rural areas of the country and operational Purpose Objective: To provide address to every (i) Number of buildings with (i) Address Availability of building and location in the addresses Directories financial resources country (ii) Functional address (ii) Postcodes Coordinated effort from database Directory implementers and (iii) Geo-maps cooperating partners (iv) Database Cooperation of all interface stakeholders (v) Implementation reports 29

30 Project Charter Narrative Summary Objectively Verifiable Means of Important Assumptions Indicators Indicators Verification (External Factors) Outputs: 1. Building and street (i) Number of Registered (i) National address Stakeholders support addresses developed addresses Database reports Consistent availability of 2. National Address (ii) Functional National (ii) Implementation project funds Database in place Address database Reports No natural disasters 3. Physical infrastructure (iii) Number of physical and calamities erected infrastructure Availability and 4. Postcodes Directories (iv) Number of Postcode reliability of data developed directories Functional systems 5. Geo-maps for all (v) Number of postcode postcode areas prepared geo-maps 6. Physical address (vi) Number of physical directories developed address directories 7. GIS implemented (vii) GIS 8. Public awareness (viii) Number of campaigns campaigns conducted Activities: 1. Install street signs in (i) Number of cities/towns/ urban and rural areas wards with street signs 2. House numbering in all installed streets (ii) Number of cities/towns/ 3. Create National wards with house Addressing database numbered. 4. Collect and input data (iii) National Address from all regions database created 30

31 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i Narrative Summary Objectively Verifiable Means of Important Assumptions Indicators Indicators Verification (External Factors) 5. Reform the Sorting (iv) Number of Post office s (i) Performance Government financing Centers in the Post Office sorting centers remodeled reports Public financing in a bid to modernize (v) Number of workshops (ii) Workshop Political will mail circulation and seminars held reports Public awareness 6. Organize Stakeholders (vi) Number of Postal sector (iii) Training report workshops and seminars staff trained and (iv) Physical to disseminate the understood the verification system addressing system 7. Train postal sector (vii) Majority of Malawians personnel on the new utilizing the new addressing system addressing system 8. Generate and print Postcode Maps INPUTS: 9. Generate Postcode (i) Human resources Directories (ii) Finances 10. Carry out major (iii) Materials awareness campaign to (iv) Equipment promote the use of the (v) Time new address and postcode system. 11. Review laws to enhance the use of the new addressing and postcode system 31

32 Project Charter It should be noted that the development of the following project components are expected to be fully completed within the Pilot Phase: : National Addressing Standards National Postcode National Address Database 8.4 Proposed Budget Estimates The budget in USD for the project is estimated as follows: MwK US$ 1 Infrastructure costs on Physical addressing 22,853,576 2 Public Awareness 484,865 3 Database Management System 1,100,000 4 Capacity Building 343,421 5 Monitoring and Evaluation 871,715 TOTAL 25,653,577 32

33 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i 8.5 Communication Strategy Disseminating information about the project will be essential to the project s success. In this regard a comprehensive communication strategy was developed to help achieve overall project objective and engage effectively with stakeholders Project Communication Channels The following is a list of communication events that shall be established for this project: (i) (ii) Sub-Committee monthly Status Reports The Project Sub-Committees shall provide written status reports to the Technical Committee on a monthly basis. Technical Committee Meeting The status meetings shall be held at least once every quarter and will be coordinated by the Project Manager. Every member of the Committee will be required to participate in the meeting. The Project Manager will ensure that the monthly status report is availed to each team member prior to the meeting so that it can be adequately reviewed in advance. 33

34 Project Charter 9. CONCLUSION National addressing systems are essential for the socio-economic development of any country. Such systems enable the provision of not only postal and courier services which in turn facilitate business transactions, communication and tangible economic growth, but also a variety of public and commercial services. Despite the obvious benefits, the majority of Malawians do not have an address to access these benefits. The National Addressing system for Malawi will therefore contribute to national development of the country in line with the Malawi Growth and Development Strategy (MGDS) and Sustainable Development Goals (SDGs). It is one of the efficient ways of connecting people to Government that results in improved communication. 34

35 N a t i o n a l A d d r e s s i n g P r o j e c t f o r M a l a w i 35

36 Project Charter 36 MACRA House I 9 Salmin Amour Road I Ginnery Corner I Private Bag 261 I Blantyre I Malawi Telephone: +265 (0) I Fax: +265 (0) dg-macra@macra.org.mw Website: