UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTE

UGANDA REGISTRATION SERVICES BUREAU WEB-BASED ONLINE COMPANY REGISTRATION INFORMATION SYSTEM SYSTEM PROGRESS REPORT JANUARY 2011 JANUARY 2012 & BUDGET FOR FY 2012/13
DRAFT IV 1.0 BACKGROUND: a) Preamble. The Uganda Registration Services Bureau is an autonomous statutory body established by Chapter 210 Laws of Uganda in 1998. The bureau was created to take over the functions of the Registrar Generals Office under the Ministry of Justice and Constitutional Affairs. The Act came into force on the 16th of August, 2004 and the self Accounting status was granted in July, 2010. The bureau is governed by the Board of Directors and the Chief Executive Officer is the Registrar General. 2.0 OBJECTIVES: General Objectives The overall objective of the bureau is to facilitate private sector development by making the economy more competitive through1

Automation of registration services Computerize databases and records management Reducing time taken to register a business De-concentrate services to Regions and enhance access of services to the public and reduce cost of registration Enhance customer care

Source: URSB Website

UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTE

3.0 PROBLEM STATEMENT AND NEED: URSB as a body mandated to keep an up-to-date register for the companies, business names, births deaths, marriages, intellectual property rights etc has for long depended on manual registers which are bulky, inflexible, and inaccessible beyond the doorsteps of the Registry. The computerization currently at hand is faced by approximately 145,000 company files and 165,000 business names and innumerable documents on the (non computerized documents register) in the Commercial registry. The system does not allow for external searches and online system querying. Even in the same building the registrars cannot be able to access the system even-though there is an intranet already installed. With the advent of regionalization and globalization of data stores URSB as an organization that is dependent on data to sell its services to the people within and outside Uganda faces challenges of inaccessibility to the rest of the world. This limits the number of people URSB can reach with its current information management system. Many People from the URSB web portal have suggested that an online system will assist them much as a supplement to existing services. This will not only increase on the reach but also decongest the offices at headquarters in terms of physical clients and paper records , reduce the time needed for the registration process from 5days to 2 or less , reduce the number of steps involved in the registration process, increase investment potential, increase the amount of none tax revenue collected by the bureau as well as taking services to the clients sitting room via internet. To meet its Goal, URSB needs serious system upgrade to enhance its current system to meet the contemporary needs of the business environment. An integrated system that is able to accommodate the company, business names and documents registration both within URSB Headquarters and even beyond with the capability of expanding on revenue collection from online users , also inter operating with systems that relates to companies operations/activities during their life span and increasing the type of products that her databases can produce useful to other stakeholders.

UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTE

4.0 SPECIFIC SYSTEM OBJECTIVE: Basing on the above general objective, Problem statement and need, Commercial registry Information Management System was be developed with the following main objectives: 1. To provide an on-line real-time system with an up-to-date register. 2. To provide a system that will automate the registration processes, easily track movement of files within the registry and their history at the registry. 3. To provide a system that will provide appropriate reports used for decision making within URSB and her respective stakeholders. 4. To provide a system that is secure, complete, dependable, scalable, forward and back word compatible. In a bid to realize this mandate, URSB partnered with Private Sector Foundation Uganda (PSFU) to utilize the funds that had been procured by the Uganda Government from World Bank under the Second Private Sector Competitiveness Project (PSCP II) component 3, sub-component 3.2 whose objective was to improve business registration services and lessen the regulatory burden for private enterprises, create incentives for business that currently operate in the informal sector to graduate to the formal sector, and reduce opportunities for harassment due to legalization of business and better legal protection and reduce corruption. With this commitment URSB Signed a Memorandum of Understanding (MOU) with PSFU February 2006 and actual project started in January 2011 due to administrative constraints in respect with the Memorandum of Understanding. 5.0 REPORT ON PROJECT ACTIVITIES The purpose of this report is to: a) Identify the activities that were planned for in Phase one.

UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTE

b) Examine the extent to which every activity was accomplished

c) Identity the areas that had critical issues and identify solutions for them. d) Use the report as a basis for planning the extension of the phase one of the
PSCP II funded project which was not complete at the close of the project on January 31st 2012. The following report looks at the activities that were done between January and December 2011. 1. In January 2011, a draft project proposal for establishing an online web based company registration system was submitted to PSFU.

2. In March 2011, the final proposal was sent to PSFU with all the proposed
amendments made and this was approved in May 2011.

3. In June 2011 the request for procurement of Personnel, Software and

Hardware was submitted to PSFU.

4. On 13th July 2011 an advert was placed in the news papers to invite
applicants to fill the positions of System Administrator and data entry clerks for the project.

5. On July 23rd 2011 a request for quotations was sent to reputable firms to
submit their quotations for supply of computer hardware, LAN setup and furniture. The summary of other activities are in Table 1

UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTENSION

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Table 1 URSB PROGRESS REPORT ON IMPLEMENTATION OF THE PSCP II (JANUARY 2011 JANUARY 2012)
ACTIVITY 1.1 Procurement of a consultant Develop software specifications EXPECTED OUTPUT a) Terms of reference for consultant b) Consultant procured 1.2 a) Recruit System Administrator b) Recruit 10 Data Entry Clerks System Administrator and 10 Data Entry Clerks recruited Done. Mr. Kizito Francis identified as best candidate for System Administrator 61 Data entrants interviewed and the best 10 selected but only 9 reported for work. STATUS Not procured COMMENT Due to time constraint, URSB systems Administrator to develop specifications for software procurement from original supplier of TRIM (Database) The team was given appointment letters by Private sector Foundation Uganda and they report for work on 14th November 2011. The contract is for 2 months effective 14th November 2011. The matter was referred to PSFU to get on board the remaining one data entrant before actual work begun. Pro-forma invoice submitted. Money available is not enough to meet the procurement cost the supplier wants US$ 37,700.00 but the budget has US$ 25,000.00 for this activity. Private Sector foundationUganda is discussing with the system vendor and procurement process is under way.

1.3 a) Upgrade Database b) Install Corporate antivirus

a) Database Software upgraded b) Antivirus installed

Original supplier of Trim software (database) invited to submit bid (Computer land (U) Ltd). Confirmation of contract when funds are available

UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTENSION

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1.4 Procurement of Hardware

Server, ups, server racks, and workstations Database installed

Suppliers evaluations done and contracts awarded

1.5 Installation and Testing of

Software

Pending

1.6 Training Systems

Administrator

System administrator equipped with skills Trained data entry clerks Office space earmarked at URSB Furniture procured and delivered to URSB LAN setup at URSB All company files on data base

Done

Awaiting delivery of hardware of hardware to URSB (scheduled for delivery on 30th January 2012) Awaiting procurement of consultant to conduct systems survey/feasibility. Training was done on the existing software. Training was done on the existing software. Furniture has been supplied and Civil work is also done awaiting delivery of computers. Furniture already delivered.

1.7 Training Data Entry clerks 2.1 Establish workstations

Done Done

2.2 Purchase of furniture

Done

2.3 Procurement of LAN 3.0 Data capture

Ongoing File organization for 2010 being done

LAN is being installed. Pre data capture process of file sorting and organization has been started in preparation for data capture and 9362 files are already completed (as at 27th January 2012) Project team at URSB is running consistent monitoring for the activities of the records being sorted and extracted.

4.0 Monitoring and evaluation

Quality of data verified

Ongoing

UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTENSION

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UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTE

6.0 CHALLENGES: The following challenges have been encountered in the last one year: 1. The project implementation period is coming to an end (January 2012) and there is no sufficient time left to exhaustively exploit the activities planned for. 2. The project is being closed on 31st January 2012, but URSB has not yet got the alternative funding for the sustainability of the activities embarked on. 3. The procurement process takes along period of time (3 months on average) and this reduces the time available for the activities to be done. Some procurement are very crucial in the implementation of the project and without them nothing much can be done. E.g. Procurement of hardware (computer are being delivered at the close date of the project) and software has not been procured yet. 4. The department has is ill-equipped with hardware and the current software license is pending renewal therefore there limited/not support from the vendor. 5. Designing sufficient security system to meet the challenges for the online access threats. 6. Capacity building for the registrars who should use the system. 7.0 LESSONS LEARNED AND RECOMMENDATIONS 1. The project will do better if a greater stake holders involvement and participation. 2. The project life should be extended to realize and consolidate the benefits already achieved and corrections made where need be. 3. The department should own and manage the project in order to realize the benefits intended for at project inception. 4. The period that was remaining was too short (1 year) bearing in mind the activities that had been identified in phase one for the effective completion of the project and therefore the pending activities should 8

UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTE

moved to second phase where, the principle objective will be leverage all the company and business/documents records in the system database and linking the database to the URSB website. 5. The extended project would do better if it has proper project documents to guide implementation. BUSINESS REGISTRATION ONLINE WEBBASED REGISTRATION SYSTEM EXTENSION OF PHASE 1 ACTIVITIES, BUDGET AND WORKPLAN FOR FEBRUARY 2012 TO END OF JUNE 2012. The phase 1 extension of this project is a continuation of the activities that were partially covered in phase 1 and are yet to be finished and those activities that are exclusively new and due to this phase extension for action. A well constituted project team of 6 people was put in place and will continue to run the extended activities. 8.0 PROJECT PHASE I EXTENSION OBJECTIVES FOR FY 2012/2013 Basing on the above background and the activities that were no completed in the first phase, the project in this financial year will focus on the following objectives: 1. Procuring a consultant to design a phased project document to guide the project life cycle. 2. Procurement of a consultant who will assist the project team in giving technical assistance/advice and monitoring the direction of the project. 3. Procure the computer database software to be used in system automation 4. Procurement of assorted stationery to be used in file conversion 5. Complete file/document organization of all the records of the company registry of 165,000 business names and 145,000 company records and their data capture. 6. Procure office equipment for the project 7. Monitoring and evaluation of project activities 9

UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTE

8. Familiarization study tour to a country that has automated business registry file processing and registration. 9. Procuring a consultant conduct a needs assessment and feasibility study. 9.0 PROJECT COST The project is teamed to cost USD 312,700.00 in this period (Jan 2012Jan2013) 10.0 PROJECT KEY SUCCESS REQUIREMENTS: The successfulness of this phase will largely depend on the Project team efficiency, timely delivery of every activity and availability of funds to meet every budget cost item.

11.0 PROJECT PHASE I EXTENSION DURATION Prior to the consultants report, it is estimated that phase 1 extension of the project will take 12 Months. The first three months of the phase will be committed to arrangement of the paper records (data extraction) and the last 9 months will be committed to data capture and computer records update.

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UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTENSION

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Table 2 UGANDA REGISTRATION SERVICES BUREAU BUSINESS REGISTRATION ONLINE WEBBASED REGISTRATION SYSTEM PHASE I EXTENSION ACTIVITIES AND BUDGET FOR FEB JUNE 2012
Objective No.
1.0 Procurement of consultants to assist in streamlining projects activities

Activity
1.1 Procure a consultant who will assist the project team in giving technical assistance/advice about the direction of the project.

Output
Procurem ent report for consultan t Terms of reference for consultan t procurem ent Consultan t procured Project working document

Unit s
1

Unit Cost US$

15,000

Total US$
15,000

Duratio n
4 weeks

Officer(s) Responsibl e
Manager Business Registration Procurement officer

Depends on
Agreemen t for Acceptanc e of funding Availabilit y of funds

1 1 25,000 25,000 4 weeks Consultant Availabilit y of funds

1.2 Procure a consultant to draw a phased project working document to guide on the project life cycle. 1.3 Procure a consultant to conduct a needs assessment and feasibility study.

Needs assessme nt and feasibility study reports

25,000

25,000

4 months

Consultant

Availabilit y of funds

11

UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTENSION

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1.4 Procurement and enhancement of Database Software to be integrated into the web based and online environment

Terms of reference for software.

45,000

45,000

3 months

Consultant Procurement officer System administrato r

Corporate Antivirus for the entire system with perpetual license

1 year license Antivirus kit

3,000

3,000

Availabilit y of Consultan t, and his recomme ndation about the Database to be procured/ modified

1.5 Installation and testing of Software

Software Document ation Trained systems Administr ator Data entrants trained attorneys and registrars trained Stationery

N/A

N/A

1 week

1.6 Systems Administrator training

1,500

1,500

1 week

Software Vendor, System administrato r Hardware Vendor, Software vendor System Administrato r Software vendor

10

1,500

1,500

1 week

Terms of reference Document ation Hardware Availabilit y of Software and Hardware Installed system Functional system Availabilit y of funds, Shortliste d supplier

1.7 Data Entrants Training 1.8Training for attorneys and registrars 2.1 Procure stationery (File covers, printed forms, Photocopying paper, counter

10

300

3000

3 days

2.0 Procurement of assorted stationery and tools to be used in file conversion.

Item

12,000

4 weeks

Manager Business Registration, Procurement officer

12

UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTENSION

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books, strings, marking pens) 2.2 procure tools (Pouching machines, trolleys and cabinets)

Trolleys Tools File Receiving desk

3 Item 2

500 2,000 500

1,500 2,000 1000

4weeks

3.0 Capture 145,000 registered companies details and 165,000 business names details into the database in 12 months (estimates)

3.1 Payment (fees) of data entrants @ US$ 2500 per month for 12 months 3.2 Payment (fees) of Systems Administrator US$ 700 per month for 12 months 4.1 Procurement of 1 heavy duty photo copier

Payroll

15

3750

45,000

12 months

Manager Business Registration Accountant

Work done, Availabilit y of funds

Payroll

700

8,400 12 months RG, Accountant Manager Business Registration, Procurement officer Work done, Availabilit y of funds Availabilit y of funds, Shortliste d supplier

4.0 Procurement of office equipment by march 2012.

4.2 Procurement of 10 computer system (Registrars and records staff)

Copier delivered and installed computer set (1 computer, 1 laser jet printer, 1 UPS 1000VA) Filing cabinet

7,000

7,000

2 months

10

4,000

40,000

2 months

2 10

400 300

800 3000

2 months

4.3 Procurement of

Data

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UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTENSION

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Office furniture

entry Desks Office chairs System monitorin g and review reports, Functional system Systems status and quality assurance /output reports Ac installed

10 4

300 3,000

3000 12,000 12 months Project team Installed system

5.0 Functional and Error free system by August 2011

5.1 System monitoring and evaluation

12

N/A

N/A 8 months

5.2 Systems Maintenance and quality assurance

System Administrato r

Functional system

5.3 Procure an AC for the Data entry lab 5.4 Manual File sorting and arrangement

3000

6,000

4 weeks

Procurement officer,

4 Lists and reports of files sorted by year Data entry reports, copies of backups,

3 months Project team, System Administrato r Data entrants, System Administrato r

Availabilit y of funds, Shortliste d supplier of service Availabilit y of stationery . Availabilit y of computer equipmen t and database software

12

9 months

5.5 Data capture

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UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTENSION

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6.0Familiarization tour to a country that has automated business registry file processing and registration.

6.1 A three person team study tour to a country that has automated business registration system.

Study tour report

Item

8,500

25,500

1week

Director, Business registration

Availabilit y of funds

7.0

7.1 allowance for project, management monitoring and evaluation

Monitorin g and evaluatio n reports

22,000

22,000

12 months

Director, Business registration

Availabilit y of funds And work done

TOTAL

312,70 0

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UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTENSION

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Table 3 PROJECT ACTIVITY SCHEDULE (For the 12 months) Jan 2012-Jan 2013
ACTIVITY CODE Jan 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 2.1 2.2 3.1 3.2 4.1 4.2 4.3 5.1 5.2 5.3 5.4 5.5 6.1 7.1 Feb DURATION IN WEEKS JANNUARY 2011-JANUARY 2013 Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan

The schedule will depend on availability of funds to implement the activities therein.

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