DIRE DAWA UNIVERSITY

COLLEGE OF BUSINESS AND ECONOMICS

DEPARTMENT OF MANAGEMENT
SCHOOL OF POST GRADUATE

MIS Individual Assignment-I

Social Protection Management Information System(SP MIS) practice, Challenge
and Opportunity ,the case of PSNP.

Prepared by: - Biniyam Yitbarek

ID.No DDU1400966
Submitted to: -Banbul Shawakena(Ass.Prof. Of Financial Management)

Ciro, Ethiopia

October, 2022
 ACKNOWLEDGMENT

It is my earnest intention to express my profound gratitude to Almighty God for His

enabling grace and to all that have contributed or help in one way or the other to the
successful completion of my seminar.
I wish to express my joy to Mr.Abrahim and Mrs.Andualem for their moral and
financial support in making my studies sweet. I remain indebted to my parents for their
invaluable support throughout the period of carrying out this Project work and my
academic pursuit.
Finally, I thank Girma for being very good to me, and seniet. May God bless and
reward you all for your understanding and patience.
At last but not least gratitude goes to all of our batch mates who directly or indirectly
helped us to complete this seminar report.

ABSTRACT
Ethiopia’s Productive Safety Net Programme is among the largest social protection
programmes in Africa and has been promoted as a model for the continent. This paper
analyses the Social Protection Management Information System (SP MIS) practice,
Challenge and Opportunity of Productive Sefty Net Program (PSNP) of Gumbi Bordode
woreda food Security Process Desk.

The main purpose of this seminar paper is to systematically assess the current Social
Protection Management Information System (SP MIS) practice of PSNP in woreda level
and the opportunity the organization have to implementation SP MIS with the challenges
that face to effectively implement the system.
 Table of Contents
Title page
1. Background of the Organization .......................................................................................... 4-5

2. Goal, Outcome and Outputs of the PSNP ............................................................................... 5

3.Introduction ............................................................................................................................6-7

4.Practice of PSNP SPMIS ........................................................................................................ 8-9

6. Opportunity of PSNP SPMIS ............................................................................................10-11

7. Challenges of PSNP SPMIS ....................................................................................................12

10.Conclussion ............................................................................................................................. 13

11.Recommendation ...............................................................................................................14-15

12. References .............................................................................................................................. 16

13. Appendix ................................................................................................................................ 17

 1. Background of the PSNP

In 2005, the Government of Ethiopia, with the support from Development Partners,
designed and commenced implementation of a Food Security Programme, which
included a Productive Safety Net Programme (PSNP) as well as complementary
programming to strengthen local livelihoods. The launch of the PSNP in 2005
represented a pivotal departure from the cycle of annual emergency food aid appeals.
The PSNP provided food and/or cash transfers to food insecure households in
chronically food insecure woredas in exchange for labor-intensive public works, while
labor-poor households received unconditional “direct support” transfers. The public
works component, which covered approximately 80% of programme participants,
focused on the implementation of soil and water conservation measures and the
development of community assets such as roads, water infrastructure, schools, and
clinics. The Livelihoods 4 component provided productive asset packages on credit in
order to build household assets and enable graduation from the PSNP. PSNP has
evolved through several phases, and the programme has witnessed significant expansion
and some important improvements in its design and implementation over the years.
Building on the lessons learned from PSNP4 (2015–2020) and the historical evolution
of the programme, PSNP5 will continue to focus on building resilience of the extreme
poor and vulnerable.
Gumbi Bordode wareda is one among 15waredas that are found in Oromia region,
west hararghe zone. this woreda is found at the distance of 75km far away from the
capital city of west hararghezone,ciro.it’solso found on the location that are boarder
with mi,esowareda from north ,G/qorichaa&ancaarworeda from south , afaar woreda
from east and cirooworeda from west. The total area coverage of the woreda
is133,735hektar.it’s agro ecologically classified in to 2% humid, 10%semihumid
&88%as adesert. the total population of the woreda144,744.the economic condition of
most of the population of the woreda was depend on pastoral.
Totally Gumbi Bordode woreda can have 28 kebeles, among these 28kebeles;
those are defined by the government as chronically food insecure was categorized as
PSNP kebeles. The beneficiaries of the program are the food insecure population living
in the chronically food insecure kebeles and those who are resource poor and vulnerable
to shocks and often fail to produce enough food even in years when rainfall is adequate
among the population those are living in 28 PSNP kebeles who are targeted as food
insecure can receive PSNP transfer since 2009 E.C. This year the total number of PSNP
beneficiaries are 25,650 out of these 22,423 beneficiaries are public works &3227 are
direct support beneficiaries.

2. Goal, Outcome and Outputs of the PSNP

2.1. Programme Goal.

PSNP5 has the following Goal statement which it cannot achieve on its own but to which the
programme is expected to meaningfully contribute alongside a raft of other efforts:
“Extreme poverty reduced in rural Ethiopia”

2.2. Programme Outcome

The PSNP5 Outcome statement is the overall programme objective, which all PSNP interventions are
collectively designed to achieve. It is stated as:

“Enhanced resilience to shocks of extreme poor and vulnerable rural households in PSNP woredas”
2.3. Programme Outputs
The PSNP5 expected Outcome will be achieved through the combined effect of six Outputs through

which PSNP5 will focus its efforts. These are as follows:

1. Timely and adequate transfers received by eligible core caseload of clients.

2. Shock-responsive transfers received by eligible clients when needed.

3. Public Works respond to community livelihoods needs.

4. Linkages to available social services facilitated for core PSNP clients with emphasis on PDS and
TDS.

5. Tailored livelihood options accessed by eligible PSNP clients.

6. PSNP management and capacity enhanced.

 INTRODUCTION

Management Information Systems (MISs) underpins effective social protection

schemes, ensuring effective delivery of the key operational processes, such as
registration, enrolment, payments, and grievances. They also play an important role in
facilitating and supporting programme monitoring. MISs for social protection
programmes can be seen as a reflection of the operational processes of the programme,
predicated upon appropriate technology. A weak MIS will result in poor programme
implementation. As in many developing countries, such as Ethiopia, attempt to design
and implement program MISs are buttressed by a need for greater harmonization and
coordination of the SP sector. Indeed, Ethiopia’s National Social Protection Policy
explicitly identifies need for a central information system1 that makes it possible to
identify beneficiaries in location, number and type of service they need. Additionally,
there is further need to keep adequate data and share it with other government ministries.
In the proposed set up, MoLSA shall have the responsibility of managing and
administering the central SP registry. However, Regional bureaus of Labour and Social
Affairs shall be responsible subordinately to manage and administer the information
system at their disposal. To ensure that the information collection system is complete
and consolidated, government bodies in Federal and regional levels, civil societies, and
other nongovernmental organizations providing Social Protection services (all relevant
stakeholders implementing SP programs) need to provide regularly data to the central
registry based at MoLSA.
Therefore, to develop well established and comprehensive programme management
information system (MIS) with its clearly defined and designed processes, and to ensure
harmonization or integration of similar programmes or for the coordination of
programmes within and across SP functions, the development process of MIS must
follow accurate steps including preparatory design activities, in particular technical
documentation that describe the operational processes and that represent the basis for
the development of the MIS.
There are a number of terminologies that are sometimes used interchangeably to
refer different components of SP MISs. For the purposes of this seminar, MISs are
defined as broad systems that enable the flow and management of information within
SP programmes. Importantly, functional SP MIS can range from a purely paper-based
system to a highly digital one; an MIS does not need to be fully computerised. However,
the more computerised it is, the higher the chance that the system is more transparent,
contains more checks-and-balances - reduces the risk of fraud - and is more efficient.
However, fully computerized systems can be difficult to operate in developing country
contexts where staff may not have the required skills, equipment may not be available
and power outages may be prevalent. Therefore, choices and trade-offs should be
considered when setting up a SP MIS.
Practice of PSNP social protection management information system (PSNP SP
MIS)

Social Protection (SP) policy in Ethiopia envisions establishment of an integrated

social protection management information system that makes it possible to identify
beneficiaries in location, number, type of service they need, to keep adequate data and
exchange them with others. In terms of governance, the policy envisions shared
responsibility between three actors namely, MoLSA, Bureau of Labour and Social
Affairs (BoLSA) and NonGovernment Organisations. According to the SP policy,
MoLSA would be responsible for managing the Central Social Protection Management
Information System (CSP MIS). The regional bureaus of Labour and Social Affairs are
responsible subordinately to manage and administer the information system at their
disposal. The non-state actors would provide complementary role to government bodies
in Federal and regional levels by providing reports on social protection services. From
results of rapid assessment conducted in October 2015, SP sector programmes in
Ethiopia run basic MISs (either paper-based, excel-based, mix of Excel and Paper or
basic MIS modules that computerise limited programme functions). This finding is a
good opportunity for set up of integrated and electronic social protection MIS. This is
because Ethiopia could build new MIS on very strong and recent software development
framework without baggage of legacy systems. As a matter of fact, nearly all the MISs
are either being re-designed or in the processes of being designed.
In order to distribute implementation and use of the Programme MISs, it should be
fully functional MIS at Woreda. In a number of developing countries’ MISs, it is
common to set up MIS at Federal/Regional level and provide access at the Districts9 .
However, Ethiopia is unique for three reasons: (i) many government programmes are
decentralized (ii) similar MIS implementation – such as those of PSNP, EMIS and
eHMIS – fully run at Woreda with mechanism of replicating data to the Regional level
and (iii) internet access is very erratic – in terms of speed and reliability - at the
Woredas. Therefore, Woreda shall be the key focal point for Programme MIS
implementation and by extension programme operations. In this regard, Programme
MIS should be designed with controls to validate the data captured. From the Woreda
Programme MIS, data shall then be automatically synchronized to Regional MIS or
manually handed in (in case there is not Internet connection).
Currently In the case of Gumbi Bordode PSNP SP MIS was implemented in Rural
payroll and Attendance Sheet System (RPASS) software on woreda levels. The system
still was not contacted on-line with national level MIS database warehouse .the
implementation of the work also carried out by Woreda agriculture Office. The report
was send to regional and national level by taking database backup of the payment from
RPASS software .
 Opportunity of PSNP social protection management information system (PSNP SP
MIS)

The PSNP Social Protection Management Information System (SPMIS ) has been developed
for effectively targeting beneficiaries, registering, monitoring program delivery & fund transfer,
and addressing grievance redressal for the PSNP programme in Ethiopia. The PSNP is part of
the Government of Ethiopia’s strategy and policy for food security, eradicating extreme poverty,
and moving away from emergency food aid appeals to a long-term, planned strategy for food
security and drought risk management.

In order to implement PSNP, Ethiopian Social Protection (SP) policy envisaged a MIS that
would allow for an identification and targeting of beneficiaries depending on their geographical
location, family size, and need for particular benefits.

In terms of functionality, SP MISs typically supports the following in PSNP

implementation
 Registration. Registration of applicants, using either a census or on-demand
method8 for targeting and registration;
 Targeting. Identification of those to be accepted onto a programme (i.e. the
beneficiaries);
 Enrolment. Enrolment of eligible beneficiaries;
 Grievance Management. Management and monitoring a grievance process;
 Co-responsibility. Monitoring compliance with conditions (where applicable);
 Updates. Identifying those who should be removed from a programme when no
longer eligible (exit/graduation) or because they have died;
 Payments. Producing lists of those who should receive payments and the level of
payment that should be given;
 Reconciliation. Identifying those beneficiaries who have been paid and those
who have not collected their benefits; and Programme Monitoring. Notifying
programme managers when different processes have happened or should happen
e.g. when a payment is due or when beneficiaries are due to exit.

In an integrated set up, SP functions could be implemented by a number of MIS

elements. For instance, NHR could handle registration and targeting functions
while PSNP MIS could be used to computerize enrolment of beneficiaries,
payments, case management, monitoring of compliance with conditions. Finally,
CSP MIS will be used to handle monitor SP level functions and SP level.
Challennge of PSNP social protection management information system (PSNP SP
MIS)

Nascent social protection policies. Social protection policies are still at a relatively
early stage of development and are still evolving;

▪ Unreliable Telecommunication Infrastructure. Telecommunication links are often

unreliable in many rural areas, a factor that hampers the capacity to fully operate an
online web-basedSP MISsoftware;

▪ Weak business processes. Individual social protection programmes require

significant strengthening of business processes, financial management and monitoring
and evaluation systems.

Weak Staff Capacity. The capacity to administer these systems is normally weak.
Developing job descriptions and putting in place an adequate staffing structure;

▪ Lack of National ID systems/poor coverage among potential social protection

beneficiaries.

▪ Inadequate Government Budget. Putting in place budget resources to support

maintenance of IMIS;

▪ Lack of Legal and regulatory frameworks.SP MISshould be hosted by the

institutions that have legal mandate to collect and share data or coordinate SP activities.
Some countries, such as Chile, have legal framework (Decreto Supremo N.160 ) that
covers how personal data of potential and actual beneficiaries should be protected.
Conclusion
Discussions on the design and implementation of social protection MISs should move
away from the narrow view that they consist only of software and hardware. Rather,
MISs need to be viewed more holistically as the systems that underpin the operations of
social protection schemes.
Much can be done to improve social protection MISs in developing countries. The
information integrated within the system should be carefully assessed as more
information implies greater costs and will place stresses on MISs, particularly in
countries with weak administrative capacity.
Furthermore, the development of social protection MISs should be based on
appropriate technology. Technology is evolving rapidly in developing countries and
many options for innovations are opening up. However, enthusiasm for all things new
should be tempered by the need to ensure that the MIS infrastructure established is
secure, sufficiently robust to handle social protection programmes at national scale and
cost-effective.
Finally, while there is understandable enthusiasm for building a single MIS for all social
protection in a country, this is an unlikely scenario when programmes have different
purposes and target groups and are run by different agencies. In fact, no country builds
one MIS for its social protection programmes; it is more important to ensure integration
between separate social protection MISs and gain efficiencies from that.
Recommendation

Efficiently and effectively administrating and implementing a program based MIS

requires sufficient personnel dedicated to these tasks. Based on the responsibilities
defined within the institutional agreements, a clear organizational structure and units
have to be established for the MIS. Identifying personnel who can administer a program
MIS and formalising their roles and responsibilities is a precondition for structured and
timely information management. Therefore, the following factors should be put into
consideration:

1. Sufficient and competent staff, especially at local level (capacity, training, retention
etc.);

2. Define capacity as critical and budget for it;

3. Ensure capacity transfer in consultant contracts etc.;

4. Perform a capacity assessment upfront to analyse strengths and weaknesses to be

addressed;

5. Adopting long term vision for capacity development and training; and

6. Develop good practice workshops and sharing across different locations. As part of
the implementation of the ISP MIS strategy, a comprehensive capacity needs
assessment shall be undertaken in the Ethiopian context with the aim of providing
specific guidelines and recommendations on how to strengthen government capacity for
long-term sustainability of the MIS.

Government efforts to improve social protection service delivery, as reflected in the

incumbent comprehensive social protection policy and in the installment of the PSNP as
a social protection program in many parts of rural Ethiopia, have been commendable.
However, designing programs that improve the livelihood situation of clients and the
community at large requires the integration of the understanding and views of the
clients and potential clients of social protection programs.

Designing programs that improve the livelihood situation of the target clients needs to
involve the community for at least three reasons: first, it helps programs to look beyond
their life cycle with regard to facilitating a sustainable livelihood for clients; second, to
enable a sense of ownership among the community and thereby pave the way for a
better program implementation; third, individuals have the right to participate in
programs implemented in their communities. This study outlined client households’
perceived “enablers” and “constrainers” in implementing a social protection service
delivery.

The perceived “enablers” and “constrainers” identified based on the clients’ lived
experience could serve as input for future revisions and show how feedback
mechanisms are important components for program design, not only to better fulfill the
specific contextual needs but also to promote ownership and protect rights. In the next
phase, the PSNP or other similar programs in sub-Saharan Africa need to consult with
their target community and potential clients to establish effective programs and ensure
that on-going feedback mechanisms are integrated and allow for on-going improvement.
 12.References
 Ayala, F. (2014) Assessment of the PNPS Targeting System and Feasibility Study
for moving into a National Household Registry. Draft Report.
 Barca, V. and Chirchir, R. (2014) De-mystifying data and information
management concepts, Department for Foreign Affairs and Trade (DFAT): Canberra,
Australia.
 Chirchir, R., and Kidd, S. (2011) Good Practice in the Development of
Management Information System for Social Protection: Pensions Watch, Briefing 5.
HelpAge International, London.
 Government of The Federal Democratic Republic of Ethiopia, (2014). National
Social Protection Policy. Addis Ababa, p.19.
 Government of the Federal Democratic Republic of Ethiopia, (2012). Software
Quality Assurance Guideline for Development and Purchase of Enterprise Application
Software for Enterprise Architecture of FDRE.
 ISO. (2013). ISO/IEC 27001 - Information security management. [online]
Available at: http://www.iso.org/iso/home/standards/management-
standards/iso27001.htm [Accessed 31 May 2016].
 National Social Protection Policy of Ethiopia, (2012). Monitoring and
Evaluation System, p.21 [online] Available at: http://phe-
ethiopia.org/resadmin/uploads/attachment-188-Ethiopia_National_Social_Protection.pdf
[Accessed 31 May 2016].
 UNICEF. (2016). Fatima Yesuf, 25, brings her 8 months old daughter to the
Metiya health center for checkup and to receive the Plumpynuts food supplements.
Retrieved from: https://www.flickr.com/photos/unicefethiopia/26912340384 [Accessed 8
June 2016].
 WoredaNet-Ethiopia Government Network, (2016). [online]. Available at:
http://unpan1.un.org/intradoc/groups/public/documents/un-dpadm/unpan034887.pdf
 UNDP Ethiopia (2018) ‘Ethiopia’s Progress Towards Eradicating Poverty’ Paper
presented on the Inter-Agency Group Meeting On the “Implementation of the Third
United Nations Decade for the Eradication of Poverty (2018 – 2027)”.
 13.Appendix

 BoLSA Bureau of Labour and Social Affairs

 CAPI Computer Assisted Personal Interviewing
 CSPMIS Central Social Protection Management Information System
 DA Development Agent
 EMIS Education Management Information System
 EWG Expert Working Group
 GoE Government of Ethiopia
 GDP Gross Domestic Product
 GPS Global Positioning System
 HMIS Health Management Information System
 IBEX Integrated Budget and Expenditure System
 ICT Information and Communication Technology
 ID Identification
 ISP Integrated Social Protection
 MOLSA Ministry of Labour and Social Affairs
 MIS Management Information Systems
 NHR National Household Registry
 PDA Personal Digital Assistant
 PIS Prosecution Information System
 PMO Prime Minister Office
 POESSA Private Organisation Employee Social Security Agency
 PSNP Productive Safety Net Programme
 PSSA Public Social Security Agency
 PIM Programme Implementation Manual
 PW Public Works
 PDS Permanent Direct Support
 RDBMS Relational Database Management System
 SCT MIS Social Cash Transfer Management Information Systems
 SDD System Design Document
 SHA-2 Secure Hash Algorithm
 SP Social Protection
 SRS System Requirement Study
 SSAO Social Security Administration Office
 TDS Temporary Direct Support