Palm Business & Trade Center, Hudi-laran/Osindo Block A, A2-01

Dili, Timor-Leste
Email: info@r2m.tl
Website: www.r2m.tl
Telephone: +670-3310347, 3310453

Project Plan – Municipality Portal

Development – 2nd Phase

Section 1 – Objective
The objective of this document is to provide the project plan to implement 2nd phase of
municipality portal development for UNDP Timor-Leste.

The document will outline the Municipal system migration implementation, the
development phases for additional features of the existing Portal Municipal and the
assessment of 12 municipalities for preparation of installation of municipality conference
room.

This document will also cover about the project management and its implementation to
ensure the second phase development of Portal Municipal meets the deadline as per
required by the scope of work of second phase development for the Municipal Portal.
Palm Business & Trade Center, Hudi-laran/Osindo Block A, A2-01
Dili, Timor-Leste
Email: info@r2m.tl
Website: www.r2m.tl
Telephone: +670-3310347, 3310453

Section 2 – Scope of Work

1. Provide an IT Coordinator & System Analyst for Municipal Portal.
2. System Migration of existing Portal Municipal from Cloud to On-Premise in
Timor-Leste:
- Facilitate the migration of Municipal Portal from Cloud (Amazon AWS) to
On-Premises IT Infrastructure owned by Timor-Leste Government.
3. Develop Additional Features for the existing Portal Municipal:
- Provide a plan for continual improvement of open data platform and
database, by adding several required features, as per listed below:
No Feature Description
1 Add a section on Services to - Provide the public with information about the
the Citizens, additional
criteria regarding the several services to
landing pages and visitor
comment feature citizens listed in Municipal Portal,
- The Portal provides information on
procurement and human resources
opportunities to ensure that the information is
spread widely at the local level.
- The Municipal Portal should be more
interactive by allowing the public to post their
comments or questions for any information
published.
2 User and Role Management - The Municipal Portal should have users
including Data Workflow
accounts with the defined roles and access
Publishing
permission level,
- The Portal should have features for workflow
system data entry, information review and
approval prior to posting into Portal. This
feature will assist the Administrator to review
and approve uploaded information by
Coordinators in 12 municipalities before
publishing it.

3 Geospatial Tools including - The Portal should have some geospatial tools
GPS localization and
such as Remote Sensing/Geographic
Tracking Visitor
Information Systems (GIS) and other tools for
the visualization,
Palm Business & Trade Center, Hudi-laran/Osindo Block A, A2-01
Dili, Timor-Leste
Email: info@r2m.tl
Website: www.r2m.tl
Telephone: +670-3310347, 3310453

- The Portal should provide the GPS information

to public about the location of Municipal
Authorities Offices, Municipal Services Offices,
Territorial Delegation Services Offices, Schools
and Health Posts, by representing those GPS
coordinates in an interactive map.
- The Portal should provide relevant analytics
reports, for example user registration, site
usage, number of visitors, most downloaded
tables/charts and other relevant statistical
data to track numbers of visitors, visitor
characteristics, and visitor preferences, etc.

4 Mobile App (offline viewing) - The Portal should provide an offline viewing
option to guarantee citizens access when they
do not have the internet in the remote areas.

- Program is based on open source/public license software not requiring license

or subscription fees.
- Update the existing procedures manual (Interface User and Data Management
Manual).
- Provision of support, training services, including:
o Training sessions for 50 people to learn on the Portal Data Management
such as: data template (manage area, indicator, metadata, default
chart and refresh data), data entry/edit (export and import data and
add/edit data) and the required features listed above.
o Three years of technical support and management of the database
server from the date of the platform’s delivery.
- Provide the required features listed above available in 3 languages: Tetun,
English and Portuguese.

4. Conduct assessment to 12 municipalities for preparation of the installation of

municipalities’ conference room.
5. One time Training of trainers from 12 municipality users.
6. Provide maintenance support of the municipal portal for period of one year
after setting up of the new phase of municipal portal.
- Quarterly maintenance support to all 12 municipalities
- Providing report to UNDP of status of portals and developments.

Confidential Page 3
Palm Business & Trade Center, Hudi-laran/Osindo Block A, A2-01
Dili, Timor-Leste
Email: info@r2m.tl
Website: www.r2m.tl
Telephone: +670-3310347, 3310453
Palm Business & Trade Center, Hudi-laran/Osindo Block A, A2-01
Dili, Timor-Leste
Email: info@r2m.tl
Website: www.r2m.tl
Telephone: +670-3310347, 3310453

Section 3 – Timeline
Palm Business & Trade Center, Hudi-laran/Osindo Block A, A2-01
Dili, Timor-Leste
Email: info@r2m.tl
Website: www.r2m.tl
Telephone: +670-3310347, 3310453

N Phas Duration Resource Dec-

Activities Start End Status Jan-21 Feb-21 Mar-21
o e s s 20
W W W W W W W W W W W
1 Initiation         W4
  W4 1 2 3 4 1 2 3 4 1 2 3
Contract award and signed including P.O 14-Dec- 15-Dec- UNDP and
  1.1 2 days                      
issued 20 20 R2M Completed X  
15-Dec- 15-Dec-
  1.2 P.O Issued 1 day UNDP                      
20 20 Completed X  
29-Dec- 29-Dec- UNPD and
  1.3 Kick-off Meeting 1 day                      
20 20 R2M Completed X  
2 Planning                            
UNDP and
  2.1 Project Plan Development and Submission 4-Jan-21 6-Jan-21 3 days                      
R2M In Progres   X
UNDP and
  2.2 Project Plan Approval 6-Jan-21 8-Jan-21 3 days                      
R2M In Progres   X
  Implementation                            
3 System Migration                            
UNDP, R2M,
Gathering system architecture iTECh
  3.1 information, database schema and 6-Jan-21 8-Jan-21 3 days Mission,                      
application files of Municipal Portal MSA and Not
TIK-Timor. started   X
UNDP, R2M,
Evaluation and Testing of New Hardware
  3.2 11-Jan-21 12-Jan-21 2 days MSA and Not X                    
On-Premise ICT Infrastructure.
TIK- Timor. started    
UNDP, R2M,
Setup, configuration and testing of Virtual
  3.3 13-Jan-21 15-Jan-21 3 days MSA and Not X                    
Server and Server Operating System.
TIK- Timor. started    
UNDP, R2M,
Setup, configuration and testing of
  3.4 13-Jan-21 14-Jan-21 2 days MSA and Not X                    
Database
TIK- Timor. started    
UNDP, R2M,
Setup, configuration and testing of Web
  3.5 14-Jan-21 15-Jan-21 2 days MSA and Not X                    
Server
TIK- Timor. started    
UNDP, R2M,
Network and Security Configuration (IP
MSA, TIK-
  3.6 Public, DNS, Reverse Proxy, Load 18-Jan-21 20-Jan-21 3 days   X                  
Timor and Not
Balancing and Firewall)
DNICT-MTC started    
UNDP, R2M,
Database Migration and System
  3.7 18-Jan-21 22-Jan-21 5 days MSA and Not   X                  
Deployment
TIK- Timor. started    
UNDP, R2M,
  3.8 Live Implementation and Documentation 25-Jan-21 27-Jan-21 3 days MSA and Not     X                
TIK- Timor. started    
Decommission of Virtual Server in Amazon UNDP, R2M, Not
  3.9 28-Jan-21 29-Jan-21 2 days     X                
AWS Cloud iTECh started    
Palm Business & Trade Center, Hudi-laran/Osindo Block A, A2-01
Dili, Timor-Leste
Email: info@r2m.tl
Website: www.r2m.tl
Telephone: +670-3310347, 3310453

Mission,
MSA and
TIK-Timor.
4 Additional Features Development for Municipal Portal                            
User requirements Gathering and
      7 days                        
4.1 Analysis      
Data collections (User manuals,
UNDP, R2M
  4.1.1 brochures, system documentation, forms 6-Jan-21 8-Jan-21 3 days                      
and MSA
and other relevant information) In Progres   X
Not
  4.1.2 User requirement analysis 11-Jan-21 14-Jan-21 4 days R2M X                    
started    
  4.2 System Design and Development     30 days                              
System Prototype Design (system front-
  4.2.1 end layout, use case, activities and class 11-Jan-21 14-Jan-21 5 days R2M Not X                    
diagram) started    
Prototype presentation and technical UNDP, R2M Not
  4.2.2 18-Jan-21 19-Jan-21 2 days   X                  
requirement approval and MSA started    
Not
  4.2.3 Design the database schema 18-Jan-21 22-Jan-21 5 days R2M   X                  
started    
Coding the business services and system Not
  4.2.4 18-Jan-21 5-Feb-21 15 days R2M   X X X              
layout started    
Review the system according to the user
requirements including system integration 10-Feb-
  4.2.5 8-Feb-21 3 days R2M         X            
(Data model business service and view 21 Not
layout) started    
  4.3 System Testing and Staging     25 days                              
Unit testing for functionality of system 11-Feb- 15-Feb- Not
  4.3.1 3 days R2M         X X          
including fix the bugs found 21 21 started    
Release the system into staging UNDP, R2M,
16-Feb- 17-Feb-
  4.3.2 environment for User Acceptance testing 2 days MSA and Not           X          
21 21
(UAT) TIK Timor started    
18-Feb- 24-Feb- UNDP, R2M Not
  4.3.3 User Acceptance Testing (UAT) 5 days           X X        
21 21 and MSA started    
System approval to release into 25-Feb- 26-Feb- UNDP, R2M Not
  4.3.4 2 days             X        
production 21 21 and MSA started    
UNDP, R2M Not
  4.3.5 Socialization or Dissemination to staff 1-Mar-21 3-Mar-21 3 days               X      
and MSA started    
12-Mar- UNDP, R2M Not
  4.3.6 User Training 4-Mar-21 10 days               X X    
21 and MSA started    
Not
  Deployment     15 days                        
4.4 started    
UNDP, R2M,
Install and configure the system into 15-Mar- 19-Mar-
  4.4.1 5 days MSA and Not                   X  
production environment 21 21
TIK Timor started    
22-Mar- 26-Mar- UNDP, R2M, Not
  4.4.2 Go Live 5 days                   X X
21 21 MSA and started    

Confidential Page 3
Palm Business & Trade Center, Hudi-laran/Osindo Block A, A2-01
Dili, Timor-Leste
Email: info@r2m.tl
Website: www.r2m.tl
Telephone: +670-3310347, 3310453

TIK Timor
15-Mar- 25-Mar- UNDP, R2M Not
  4.4.3 User Training 10 days                   X X
21 21 and MSA started    
Documentation (user manual, system
architecture, UAT testing report and final 15-Mar- 29-Mar-
  4.4.3 11 days R2M                   X X
project report) including hand-over 21 21 Not
certificate started    
  4.5 Maintenance                                    
On-going support and continual 30-Mar- 30-Mar- Not
  4.5.1 12 months R2M                      
improvement 21 22 started    
5 Assessment for Preparation of Installation of Video Conference in 12 Municipalities                            
Perform Site Survey in the 12 12-Feb- UNDP, R2M, Not
  5.1 18-Jan-21 20 days   X X X X            
Municipalities for physical observations. 21 MSA started    
UNDP, R2M,
19-Feb- MSA, TIK-
  5.2 Conduct Meeting with Key Stakeholders 1-Feb-21 15 days       X X X          
21 Timor and Not
DNICT-MTC started    
Collect and review technical 26-Feb- UNDP and Not
  5.3 1-Feb-21 20 days       X X X X        
documentation. 21 R2M started    
22-Feb- Not
  5.4 Conduct the gap analysis 5-Mar-21 10 days R2M             X X      
21 started    
Develop the Initial Draft of Assessment
10-Mar- UNDP, R2M
  5.5 Report for Key Stakeholder to review and 8-Mar-21 3 days Not                 X    
21 and MSA
giving feedback. started    
UNDP, R2M,
11-Mar- 11-Mar- MSA, TIK-
  5.6 Presentation of the result of assessment. 1 day                 X    
21 21 Timor and Not
DNICT-MTC started    
12-Mar- 12-Mar- UNDP, R2M Not
  5.7 Final Delivery of Assessment Report. 1 day                 X    
21 21 and MSA started    
Palm Business & Trade Center, Hudi-laran/Osindo Block A, A2-01
Dili, Timor-Leste
Email: info@r2m.tl
Website: www.r2m.tl
Telephone: +670-3310347, 3310453

Section 4 - Project Organization

Roles
Roles for this project are stated in the following table:
Role Description
Customer Project Manager UNDP Project Manager of Decentralization
R2M - Project Responsible Mr. Mario Guterres – Project Manager
R2M - IT System Analyst Gabriel de Jesus
R2M - Software Developer Ivo Juvito Boavida Belo

 The activities for this project will be performed such as:

o System Migration; TIK Timor and Ministry of Administration State
o Additional Features Development: R2M office except required by UNDP to
conduct at UNDP Timor-Leste HQ Caicoli.
o Assessment of Conference Room installation; R2M office except Site Survey and
Meeting with Key Stakeholder.
 UNDP, in a timely manner, will provide required help to complete the activities
outlined in this proposal.
 UNDP will designate a person, known as the UNDP Project Responsible to whom all
communication will be addressed and who has the authority to act for UNDP in all
aspects of the project.

Communication
 In the principle, all project related communication will be between the Customer
Project Responsible and R2M Project Responsible.
 In case of non-resolvable issue that required other teams from UNDP side, then the
UNDP Project Responsible will facilitate us to communicate with them.
Meetings

No Date Agenda Participant required

1 29 December 2020 Kick-off Meeting R2M, UNDP
2 11- 15 January 2021 System Migration Plan R2M, UNDP, MSA, and
TIK
3 11 – 22 January 2021 User requirements gathering R2M, UNDP and MSA
for additional features
development
4 1 – 19 February 2021 Information Gathering from R2M, UNDP and MSA
Key Stakeholder for
Municipality assessment

 The meetings would also be arranged on need basis with required participants.

Reports
Palm Business & Trade Center, Hudi-laran/Osindo Block A, A2-01
Dili, Timor-Leste
Email: info@r2m.tl
Website: www.r2m.tl
Telephone: +670-3310347, 3310453

Report Purpose Frequency

Weekly Project Status Insight into overall project Weekly
Report activities status
Monthly Project Insight into overall project Monthly
Status Report activities status
User Acceptance Report of the result of testing Once – Testing phase
Testing Report from UNDP end.
Final Project Report Complete report of the project Once – After deployment
and user training

 We will provide a weekly status report every Monday morning to the designated UNDP
Project Responsible.
 In case there is no sign off due to the delivery issue, we will continue to work, for a
reasonable amount of time, at no cost to UNDP, to complete the deliverable.
 In case the milestones are missed due to non-availability or delay of UNDP resources,
response, guidance, or data the deliverable will be deemed accepted. Designated
UNDP Project Responsible will sign off as such.
 In case of non-receipt of the approval within 24 hours of a given project milestone
delivered the milestone will be deemed achieved, and approved.

Section 5 – Document Information

Document ID R2M/2021/01/01

Version 1.0

Date of Release 6th January 2021

Client United Nations Development Programme (UNDP) – Timor-Leste

Contact and Bernardino Pereira

Address
Project Coordinator – Decentralization Program

bernardino.pereira@undp.org

Reference No. R2M/P//2020/11/01 TECHNICAL PROPOSAL

Description Project Plan – Second Phase Municipality Portal Development