Underutilization of the system (DROMAS)

Par 2.3.1 of e-government guideline on e-service sustainability framework on users demand

and expectation stresses on the effectiveness of e-Services influenced by the citizen's view on
providing their demands and expectations from service provided by ensuring satisfaction of
end users with service offerings and service levels, and seamlessly integrating applications
and technology solutions into business processes, moreover

During our audit we found that TARURA on behalf of The Government of United Republic of
Tanzania entered contract with M/s Cardno IT Transport Marylebone, London, on 16 th August
2010 at contract price of GBP 108,925.20 and TZS 269,106,164.00, for DROMAS system to
assist in managing road inventory and maintenance services. In spite of the cost incurred, our
review of the DROMAS system modules we noted the following concerns;
(a) Contract management module which is used for management of the contract,
reporting of progress and generating Quarterly Progress Reports was not fully utilized
as we noted that some contracts are not recorded in DROMAS.
(b) Planning module is currently not in use

Cause
We are of the view that noted issues have been caused by Incomplete setup of the system and
incomprehensive training on the usage of the DROMAS system.

Implication
We are concerned that
(a) The noted issues deny the authority to get value for money for the acquired asset.
(b) Manual Planning process in DROMAS system increases the risk of errors in the system
due to human error and makes it impossible for proper road progress tracking and runs
the risk of inaccurate reporting.
(c) Under-recording of contracts in the system could lead to misinformation of Contracts
management reports

Recommendation
Management should ensure proper utilization of the DROMAS system and ensure each module
of the system is properly implemented and utilized.