Project activity is essential for any sector. Since in our country there were opportunities for financing projects related to the USA, it should be pointed out that the problem of effective project management is topical.
Project Charter document: Example
The present development aims to present a project implemented by a given municipal administration. The choice of the topic was provoked by the following:
One of the features of municipal power is that it needs to be continuously developed. Thus, it is closer to the citizens, which ensures sustainability and effective implementation of its goals; More on the topic: “Project Charter – detailed real example for Project Planning phases“, https://www.policymatters.net/project-charter-detailed-real-example-for-project-planning-phases/
The project was financed under the Operational Program “Administrative Capacity”. Like the rest of the operational programs, the mentioned one is related to many requirements – and above all – the requirement for sustainability, which is effectively fulfilled – as it will become clear from the development itself.
The name of the project is “Transparent and accessible municipal administration”.
The development will indicate the main elements of the project, its management, and the project activity. More on the topic: “Project Charter – real detailed example for Project Planning phases”, https://www.worldforgemagazine.com/project-charter-real-detailed-example-for-project-planning-phases/
The overall goal of the project is to achieve transparency and accessibility to municipal administrative activities and processes and to improve the mechanisms for effective civil control over the activities of municipal administrations.
As can be seen, the goal is precisely specified and clearly defined. The goal of the project is irrevocably related to the local administration and its role in managing the community and regions in the USA, on the one hand, and on the other hand, the goal is related to the modern directions of management in the public sector.
The specific objectives of the project are the following:
Raising the awareness of citizens and businesses about the work of municipal administration and creating conditions for citizens’ participation in decision-making at the local level.
Creation of an effective mechanism for control over the provision of administrative services to achieve transparency and accessibility of the administration’s activities.
Achieving effective civil control over the activities of the administration for the prevention and counteraction of corruption at the local level.
It can be seen that the specific goals are oriented towards more control, respectively – transparency in the management by the local government. Again, this is in sync with the achievements of modern management in the public sector and local government.
Target groups – direct and indirect beneficiaries
Citizens and businesses are the direct beneficiaries. The logic of this conclusion is as follows:
Citizens and businesses are directly related to the economic and investment climate in the municipality;
The economic and investment climate in the municipality, in turn, is related to the actions of the municipal authorities;
The increase of control and transparency of the actions of the municipal authorities guarantees a higher quality of the climate in the municipality, and business opportunities, and increases the level of investments. Continue reading: “Example of Project life cycle”, https://newia.info/example-of-project-life-cycle/
Indirect groups are the local authorities – the management of the municipality and the employees.
List of activities
The main activities that are planned to be implemented under the project are the following:
Analysis and study of the satisfaction of citizens and businesses with the information provided about the work and activities of a municipal administration. Read more: “Change Management Plan Example“, https://www.powerhp.net/change-management-plan-example/
Creation of a database of administrative services.
Creation of electronic registers and updating of information systems.
Study of the US experience for effective civil control over the work of municipal administration and establishment of a partnership with local authorities in decision-making at the local level. See also: “Change Management Plan: Example template”, https://wikipedia-lab.org/change-management-plan-example-template/
Development of an electronic-based system for access to the process of performing municipal administrative services.
Development and maintenance of electronic portals of municipalities.
Implementation of an integrated system for creating and visualizing information
Training of municipal employees.
Providing citizens and businesses with information about the organization and structure of the municipal administration
Project management and reporting.
Preparation and conduct of tender procedures
Information and publicity activities.
See also: “Risk management plan and analysis: a real example”, https://www.businesspad.org/risk-management-plan-analysis-example/
Schedule for implementation of project activities
The project is within the period September 2023 – September 2024.
In November 2023, Handbooks for municipal employees were prepared and printed for each of the municipalities. The manuals consist of three parts, summarizing the topics of the training conducted in October 2023, namely:
Manual for working with the newly introduced filing system,
Code of ethics of the municipal employee and rules for administrative service. Work of municipal employees with disabled people.
The manual is intended for municipal employees and is a useful aid in their daily work. Find out more: “Project change management plan: A real example of a template”, https://brightonbot.com/project-change-management-plan-example/
In September 2023, brochures of the administrative services provided by the municipalities were prepared and printed. The brochures are distributed in the information centers of the municipalities. In October 2023, the program products were implemented and municipal employees were trained to work with them.
The ranking of the participants in an open procedure for the award of a public contract with the object: “Development and implementation of software products in municipal administrations” have been announced, including Separate Position No. 1 – “Development and implementation of software for electronic registers in municipal administrations”; Separate position #2 – “Development and implementation of a web-based system for access to the process of performing municipal administrative services in municipal administrations”; Separate position No. 3 – “Development and implementation of software for electronic Internet portals in municipalities”.
In May 2024, information sheets were printed with the results of the survey on the satisfaction of citizens and businesses with the provision of information on the work and activities of municipal administrations and municipal councils. The information sheets are distributed in the municipalities.
In April 2024, a technological description of the administrative services provided in the municipal administrations was prepared. The information on the administrative services will be provided as an electronic database on the websites of the municipal administrations and “Collections of the administrative services” have been issued for each municipality in June 2024.
The main results for individual modules are as follows:
In the first module – building an information – resource environment, the results are as follows:
A total of 900 people were surveyed (100 citizens and 50 business representatives in each municipality). See more: “Project life cycle example”, https://ossalumni.org/project-life-cycle-example/
Issued and distributed 1200 pcs. Information sheets with survey results (200 pcs. information sheets for each study with the results). More about project life cycle: “Project Life Cycle example”, https://phron.org/project-life-cycle-example/
Made 12 publications in local municipal publications with the results of the studies (6 municipalities, 2 publications for each municipality).
Prepared and published two summary reports for the municipalities participating in the project based on surveys.
Created 6 electronic databases with a technological description of administrative services.
Created forms for at least 80 administrative services.
600 copies of the Collection of administrative services for each municipality were issued (100 copies for each municipality).
Created 48 electronic public registers (8 registers for each municipality).
Developed specialized software applications for creating electronic public registers.
Purchased 6 high-speed scanners (one for each of the municipalities).
At least 5 practices were researched and presented.
14 employees participated in a seminar.
600 Handbooks “Effective civil control – key to the success of local self-government” were issued (6 municipalities, 100 for each municipality).
In the second module:
Communication network, the results are as follows:
A developed web-based application to provide access to the process of performing municipal administrative services.
Use of an electronic-based system by at least 100 users for each municipality.
Built 6 internet portals of the municipalities with at least 7 headings and 36 sub-headings with an English language version.
Six implemented integrated systems for creating and visualizing information for municipalities. More project management training: “Real Project Life Cycle example: phases and characteristics”, https://bpedia.org/real-project-life-cycle-example-phases-and-characteristics/
Facilitating access to information for citizens, and increasing transparency for the activities of municipal administrations and municipal councils.
At least 50% of users of administration services use the integrated system for creating and visualizing information.
Increasing the knowledge and competence of 120 municipal employees (20 from each municipality) for the regulatory documents for access to information and quality administrative service. Reference: “Business project and project lifecycle example for an innovative product”, https://www.dobrojutro.net/business-project-and-project-lifecycle-example-for-an-innovative-product/
Improving the skills of employees in working with disabled people and providing information for citizens and businesses.
Prepared and published 600 “Municipal Officer’s Handbooks” complete with CD electronic edition.
120 certificates of participation were issued and awarded.
Raising awareness of local communities and improving communication between citizens and municipal administrations.
Held 6 information seminars with at least 50 participants.
Prepared at least six types of brochures in the individual areas for each municipality, and 200 copies of each type of service for each administration.
Made 1000 badges for employees in municipal administrations.
In the third module:
Management and promotion, the results are as follows:
Held 12 team meetings.
Held 6 meetings of the partners.
Conducted 1 procedure under the Public Procurement Act and 3 under the Ordinance on awarding small public contracts.
Providing publicity and raising awareness among the general public.
Held 2 press conferences.
Held 6 informational meetings with a minimum of 50 participants.
6,000 project information sheets were produced and distributed.
600 project posters were produced and distributed.
3000 project stickers made.
Made 6 banners.
Developed a website for the project.
Sustainability of the project
The sustainability of the project is best explained through the opinion of the surveyed citizens.
In practice, activating citizens and promoting dialogue between local authorities and local communities is one of the main tasks that the current project should solve.
To optimize the process of informing citizens, the municipal administration must develop communication mechanisms that are tailored to the needs of citizens and the topics of greatest public interest.
By the time the project is launched, both citizens and businesses feel partially familiar with the work and decision-making process of the local government. Residents feel that they know too little about how the money from taxes and fees is spent, how they can participate and influence local self-government, how municipal property is managed, or what measures the local government has taken to improve the economic situation. Awareness of the projects of public benefit implemented in the municipalities also remains mostly in the “somewhat familiar” category.
The research shows that there are no significant difficulties in searching and finding information on specific issues that directly concern citizens. In practice, only 2% of the citizens searched for information about services under the competence of the municipal authorities and did not manage to find what they needed, 25% searched and successfully found the information they needed.
The positive thing, in this case, is that neither the business representatives nor the citizens had a negative experience when searching for information on specific issues directly affecting citizens. However, there are some suspicions of non-transparency among them regarding more general issues, and issues of public interest that affect the local population as a whole.
Although the most preferred form of communication for citizens with the local government is the reception days and hours (93%), the administrations in the municipalities should actively develop other information channels: the website of the municipalities, general meetings with citizens, opportunities to attend citizens at municipal council sessions, hotline/information phone, and others.
The weaker interest in these forms of communication is largely due to the lack of such practice to date, rather than a refusal of citizens to use them. More communication efforts are also needed to draw public attention to the work of local government. Currently, 68% of citizens indicate that they have heard that the local government is accountable to the public for its activities, but they are not familiar with the details.
The most important and interesting topics for citizens are upcoming infrastructure projects (48%), the investment program of the municipality (33%), and discussions of the municipal budget (33%).
The interest in these topics among business organizations is even higher, as the business adds to them the management of municipal property and the discussion and adoption of decisions of the Municipal Council.
The majority of citizens (66%) and businesses (71%) in the surveyed municipalities believe that the information in the media about the work of the local government in their municipalities is not sufficient.
Greater activity of the local authorities in the studied municipalities to provide information and report to the public would increase public trust and improve the process of communication between citizens and rulers.
The following conclusions can be drawn regarding the sustainability of the project:
The development of local government in our country, in sync with the development of the same activities in the USA, requires transparency in the management of the municipality, on the one hand, and on the other hand – compliance with the principles of civil participation, control by the third sector in management decisions in the municipality. This is an indication of the need for such a project;
As is evident from the presented research, citizens and businesses need to improve service delivery platforms, which is again related to the sustainability of the project;
It is also evident that the project applies information technology, which guarantees its development forward in time, together with the modern principles of modern public management.
The total cost of the project is $832,157.00, with the project budget-oriented primarily toward the first and second modules. The third module receives the least funds from the project activity.
The project presented in the present development is characterized by:
Sustainability, as it is aimed at citizens and businesses and is related to meeting their requirements;
Partnership relations, at different horizontal levels of local government;
Introduction of information technology, which is in tune with modern management;
It is aimed at a fairly wide target group, and the expectations from it are mainly related to improving the activities of the local government.
All this guarantees effective future management of the municipalities, beneficiaries, and project partners, on the one hand, and the other hand, it is related to increasing the satisfaction of the citizens directly affected by the project.