COMPREHENSIVE ICT ASSESSMENT REPORT:

SITUATION ANALYSIS IN 13 REGIONS—PORALG

AND PS3 COLLABORATIVE ACTIVITY

November 2016
This publication was produced for review by the United States Agency for International Development. It
was prepared by the Public Sector Systems Strengthening (PS3) Activity located in Dar es Salaam,
Tanzania, under Contract AID-621-C-15-00003 with USAID/Tanzania.
The USAID/Tanzania Public Sector Systems Strengthening Activity (PS3)
USAID/Tanzania Public Sector Systems Strengthening Activity (PS3) overarching goal is to support the
Government of Tanzania to strengthen the public system to promote the delivery, quality, and use of
services, particularly for underserved populations. Led by Abt Associates, PS3 is implemented in
partnership with Benjamin William Mkapa HIV/AIDS Foundation, Broad Branch Associates, IntraHealth
International, Local Government Training Institute, Tanzania Mentors Association, and University of Dar
es Salaam and Urban Institute.

November 2016

Contract No:AID-621-C-15-00003

Recommended Citation: November 2016.Comprehensive ICT Assessment Report: Situation Analysis in

13 Regions—PORALG and PS3 Collaborative Activity. Bethesda, MD: USAID/Tanzania Public Sector
Systems Strengthening Activity, Abt Associates.

Cover Photo: EPICOR room at one of the LGAs

DISCLAIMER
The contents of this report are the sole responsibility of PS3 Activity and do not necessarily reflect the
views of USAID or the United States Government.
CONTENTS

ACKNOWLEDGMENTS ....................................................................................... v
1. EXECUTIVE SUMMARY .......................................................................vi
2. METHODOLOGY ...................................................................................1
3. FINDINGS AND RECOMMENDATIONS ...............................................2
3.1 ICT Infrastructure and Physical Conditions .............................................2
3.1.1 Building and Power Supply..........................................................2
3.1.2 Servers ........................................................................................3
3.1.3 Internet Connectivity ....................................................................3
3.1.4 Local Area Networks ...................................................................4
3.2 Availability of Automated Systems ..........................................................6
3.3 Resources, Policy and Planning .............................................................7
3.3.1 ICT Staff ......................................................................................7
3.3.2 ICT Plan ......................................................................................8
3.3.3 ICT Inventory ...............................................................................8
3.3.4 Disaster Recovery .......................................................................9
3.3.5 System and Network Security .....................................................9
3.4 Communications ...................................................................................10
3.4.1 Website .....................................................................................10
3.4.2 Email .........................................................................................10
4. KEY FINDINGS BY REGION ............................................................... 11
4.1 Mara Region .........................................................................................11
4.2 Dodoma Region ....................................................................................11
4.3 Iringa Region ........................................................................................12
4.4 Kagera Region ......................................................................................12
4.5 Shinyanga Region ................................................................................13
4.6 Rukwa Region ......................................................................................13
4.7 Mwanza Region ....................................................................................13
4.8 Mtwara Region......................................................................................14
4.9 Morogoro Region ..................................................................................14
4.10 Mbeya Region ......................................................................................14
4.11 Njombe Region .....................................................................................15
4.12 Kigoma Region .....................................................................................15
4.13 Lindi Region ..........................................................................................15
5. ANNEX ................................................................................................. 17

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List of Tables
Table 1. Regions and LGAs Sampled for Field Work ....................................................... vii
Table 2: Priority Offices .................................................................................................................... 6
Table 3 : Summary on the ICT assessment findings in Mara Region ....................... 11
Table 9 : Summary on the ICT assessment findings in Mwanza Region................. 12
Table 10 : Summary on the ICT assessment findings in Iringa Region .................... 12
Table 5 : Summary on the ICT assessment findings in Kagera Region ................... 12
Table 7 : Summary on the ICT assessment findings in Shinyanga Region ............ 13
Table 13 : Summary on the ICT assessment findings in Rukwa Region ................. 13
Table 4 : Summary on the ICT assessment findings in Mwanza Region................. 13
Table 15 : Summary on the ICT assessment findings in Mtwara Region ................ 14
Table 8 : Summary on the ICT assessment findings in Morogoro Region .............. 14
Table 12 : Summary on the ICT assessment findings in Mbeya Region ................. 14
Table 11 : Summary on the ICT assessment findings in Mwanza Region .............. 15
Table 6 : Summary on the ICT assessment findings in Kigoma Region .................. 15
Table 14 : Summary on the ICT assessment findings in Lindi Region ..................... 15
Table 16: Annex 1: LGAs Included in the ICT Assessment ........................................... 17

List of Figures
Figure1: Central Systems and Respective Functions ......................................................... 5

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ADCL Asymmetric Digital Subscriber Line
BEMIS Basic Education Management Information System
DHIS2 District Health Information System 2
DC District Council
eGA e-Governance Agency
eLMIS Electronic Logistics Management Information Systems
GOT Government of Tanzania
HCMIS Human Capital management Information Systems
HMIS Health Management Information Systems
ICT Information and Communication Technology
ICTO Information and Communication Technology Officer
ISO International Standards Organization
IS Information Systems
LAN Local Area Network
LGAs Local Government Authorities
LGRCIS Local Government Revenue Collection Information System
LLG Lower Local Government
MC Municipal Council
PLANREP Planning and Reporting software
PORALG President’s Office, Regional Administration and Local Government
PS3 Public Sector Systems Strengthening
RAS Regional Administrative Secretary
RC Regional Commissioner
RS Regional Secretariat
SBAS Strategic Budget Allocation System
USAID United States Agency for International Development
USG United States Government

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ACKNOWLEDGMENTS

First and foremost, sincere gratitude is expressed to all those who have participated in the ICT
infrastructure assessment in 93 LGAs located in the 13 regions supported by the USAID-funded
PS3 Activity. Their commitment and level of effort embodies their dedication to improving
information systems and service delivery in Tanzania. The ICT Infrastructure assessment
exercise demonstrated a true PO–RALG and PS3 partnership at the highest level. It involved a
lot of hard work, while also serving to stimulate and inspire. The team approach leveraged skills,
built capacity and deepened relationships among those working together to achieve Tanzania’s
vision of public sector systems strengthening.

Special thanks go to the technical staff and ICT officers from PORALG, Regional Secretariat
(RS) and Local Government Authorities (LGAs). These teams devoted significant time and
effort, in spite of their busy schedules to make valuable contribution to the performance of this
exercise. Gratitude is also bestowed onto staff from LGA departments especially finance,
planning, education, health, human resources, agriculture, livestock, bees and forestry.

We would like to express our gratitude to other staff whose contributions were critical to the
completion of this daunting exercise including administration and finance staff who worked
behind the scenes managing all the necessary logistics for transport and meetings. Last but not
least, thanks goes to all those, not mentioned above, who have had a role in the various stages
of the performance of this collaborative exercise.

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1. EXECUTIVE SUMMARY
The purpose of the Public Sector Systems Strengthening Activity (PS3) is to support the
Government of Tanzania in strengthening national systems to promote the delivery, quality, and
use of public services, particularly for underserved populations. In spite of a decade of
tremendous growth, 28.3% of Tanzanians live below the poverty line and lack access to basic
services.Due in large part to weak systems, critical service delivery gaps exist within and across
sectors, which impede realization of Tanzania’s Mkukuta/Mkuza and Development Vision 2025
goals. PS3 is a five-year USAID-funded activity with five components, or systems functions, that
work across multiple sectors: Governance and Citizen Engagement, Human Resources,
Finance, Information Systems, and Operations Research.

One of the objectives of PS3 is to strengthen and link, or increase interoperability of, existing
information systems, including Epicor, Planning and Reporting software (PlanRep), HR/Lawson,
the Local Government Revenue Collection Information System(LGRCIS), the District Health
Information System 2 (DHIS2), and other information systems, across and within sectors.
Linking these systems and tools will make it easier to report and share information across levels
of government and sectors. However, strengthening these systems requires a good information
and communications technology (ICT) infrastructure. The infrastructure constitutes a platform on
which software applications are run, to enable efficient and more-effective data collection and
use of data at the district level. Most of PS3’s Information Systems (IS) activities are at the local
government authority (LGA) level, although IS strengthening also requires substantial national-
level engagement to design, develop, and approve system improvements or remove barriers
that impede the efficiency and management of LGA systems.

Together with PORALG, the PS3 team assessed the IT infrastructure in all 93 LGAs located in
the 13 PS3 regions. The assessment found a significant lack of ICT infrastructure—notably local
area networks (LANs)—in the LGAs, particularly in the 21 new councils. In today’s world, it is
difficult to imagine efficient management of LGA systems and business processes without a
LAN. LGA managers not only have their own general management and business process
needs, but also are expected to connect to and use national systems, but this is impossible if
there is no LGA-level LAN. A common scenario is that only one LGA-level computer is
connected to national systems. Additionally, intermittent connectivity problems severely restrict
LGA-level access to national systems.

A functioning LAN is a key precondition for good performance of all government systems.The
cost of creating a LAN and building capacity of LGA IT staff to maintain it is low.

Overall, the findings from the assessment showed that:

 LAN: Most LGAs (85%) do not have a LAN that connects all departments. Many LGA
buildings have semi-structured LANs spanning from two to six rooms (e.g., Epicor room), but
connections between all LGA offices and staff generally do not exist. This significantly
undermines communications, operations, and efficiency.
 Network connectivity: There is poor network connectivity between the LGA offices and

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 PORALG, thus significantly reducing access to national systems. The two are connected
mostly via slow radio and asymmetric digital subscriber line (ADCL) Tanzania
Telecommunications Company Ltd.lines.
 Staff: Not all staff have received required training for the information systems.
 LGRCIS: Some LGAs (especially new LGAs) have not started implementing the LGRCIS,
due to lack of ICT infrastructure. All LGAs were required to collect their revenue using an
electronic revenue system by July 2016.
 ICT equipment: The ICT equipment, such as computers and printers, does not meet
requirements.
Table 1. Regions and LGAs Sampled for Field Work
Connections and LAN Number of LGAs and RSs
With Fiber Connection 46
Fully LAN 3
No LAN 1
Semi LAN 42
With No Fiber Connection 58
Fully LAN 2
No LAN 17
Semi LAN 41
Grand Total 106

This report provides a detailed analysis of common ICT challenges experienced at the regional
level.It addresses not only the challenges but also the opportunities and recommendations for
improvements.It is intended to provide an overall summary of the findings; detailed reports for
each region were also developed as part of this initiative and shared with the respective LGAs
for planning purposes.

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2. METHODOLOGY
One of the objectives of PS3 is to help strengthen existing information systems such as Epicor,
Lawson, PlanRep, the LGRCIS and the DHIS2.However, in order to strengthen these systems
and ultimately support LGAs in using them in routine management, Tanzania needs a strong
ICT infrastructureto serve as the platform on which software applications are run.The main goal
of the ICT assessment was to determine the available ICT infrastructure at the LGA level. The
assessment focused specifically on environmental conditions, as well as the systems,
processes and people available to support an ICT environment.

The objectives of the assessment were:

 To identify ICT infrastructure issues and challenges facing LGAs

 To propose ICT infrastructure solutions, and identify ICT infrastructure requirements, for
installation of Epicor, the LGRCIS, PlanRep, and other systems that will facilitate automation
and performance improvement of various business processes

The ICT assessment exercise was conducted by the PS3 IS team in collaboration with staff
from PORALG. Teams were comprised of PS3 and PORALG staff, as well representatives from
the Regional Secretariat (RS). ICT officers (ICTO) located at the LGA level also joined the
team. The assessment was conducted in all 13 PS3 regions, comprising 93 LGAs and 13
regional offices (Annex 1).In each LGA that was visited the methodology included:

 A courtesy call with the District Executive Director at the LGA, or with the regional
administrative secretary at the RS office
 A visit to each office, where one-on-one interviews were conducted with the department’s
representatives, and astandardized questionnaire was filled out

Ideas, comments and suggestions regarding ICT requirements were also collected from other
stakeholders, including the eGovernment Authority (eGa). The assessment also
includedInternational Standards Organization (ISO)guidelines and best practices as evaluation
benchmarks..

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3. FINDINGS AND RECOMMENDATIONS
The following section outlines key findings across all LGAs in the 13 regions.Specific regional
and LGA findings appear in Section 4.

3.1 ICT Infrastructure and Physical Conditions

Across all regions, physical infrastructure was a limiting factor for many LGAs and RS offices.
Overall, there is a need for an improved physical environment and improved reliability in the
electric power system to protect current and future investments in ICT and IS. It is
recommendedthat buildingswill be secured, to protect all the computer devices and systems that
are installed in buildings. Rooms containing the servers should have standard locks and, if
possible, CCTV cameras. These are the minimum standards that the LGA offices should meet,
but the overall situation observed in most of the LGAs was as follows.

3.1.1 Building and Power Supply

The standard hardware for devices and servers often requires that they operate on a stable
230–240 direct current power voltage supply. However, many LGAs expressed concern about
their unreliable supply of electricity.While some LGA offices have generators, these often
provide onlyone or two offices with electricity during a power outage.Some LGAs, such as
Ngara District Council (DC) and Biharamulo DC in Kagera Region, are not connected to the
national grid at all, and have to use a generator to run the ICT systems.

Reliable electric power system and physical environment is key to the durability and therefore
utilization of ICT infrastructure. We therefore recommend the following:

 All ICT equipment should be connected to UPS or surge suppressor and power backup.
 All electrical installations undertaken should follow all local authority guidelines
 All electrical equipment should be maintained regularly
Numerous offices, including those in both Mara and Kagera Regions, reported experiencing
damage to ICT equipment as a result of thunderstorms; few offices have a lightening arrestor—
a device used on electrical power systems and telecommunications systems to protect the
insulation and conductors of the system from the damaging effects of lightning. Installing a
lightening arrestor will limit the amount of damage caused to the ICT equipment during storms.

Security was also noted as a risk factor: many computers and servers were stored in areas
without appropriate grills and locks, increasing the likelihood of theft and the risk of security
breaches. It is recommended that rooms containing the servers should have standard locks
and, if possible, CCTV cameras.

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3.1.2 Servers
Most of the LGAs lack computer servers. Servers are important to LGAs, as they allow
centralized backup of users’ data, sharing of information across users in the LGA, and backup
for important standalone systems like the PlanRep. It is recommended that each LGA should
maintain a server and that all LGAs isolate a secure room to house the server; the room should
have both appropriate security including burglar bars as well as appropriate ventilation including
air conditioners.

 Installation of the Rack Cabin (Like Mbeya CC) for accommodation of devices like routers,
switches, Servers, UPS, PABX etc.
 Purchase at least one computer server to use for various roles including user authentication
to resources, file storages and backup for necessary data and systems
The storage conditions of the ICT equipment were problematic in almost all locations. Poor
ventilation, and exposure to sun, dust, and wind, increase the likelihood of damage to the ICT
equipment.It is recommended that computer rooms, especially server rooms, be placed in well-
ventilated rooms—using air conditioning, if available; opening doors and windows; and turning
down heat.The ideal temperature of an ICT suite is between 18 and 24 degrees Celsius, with
humidity between 40 percent and 60 percent.
The availability of devices especially the person computers that facilitate access of the LGA
systems is very limited to the LGAS. Many LGAs obtained personal computers when Epicor was
rolled out to the LGAs , the package usually consisted of four to five computers per LGA. These
computers were therefore in the finance department, now the other departments have to budget
for the personal computers of which most of the times the budgets are not fulfilled. At least you
can find computers in the finance department for uses with epicor and LGRCIS. There are also
a number of computers in the departments of HR which are used to access LAWSON and
education which are used to access BEMIS and Health department which are sued for HRHIS
and in engineering department. But overall majority of the departments are lacking computers
and devices for accessing systems. The average ration of Staffs to computers in most of the
LGAs is almost one third.

3.1.3 Internet Connectivity

Data connection between the LGAs and the central system is key to the performance of the
systems. The data infrastructure in the rural areas is mainly based on the Tanzania
Telecommunications Company Limited ( TTCL),the national data communication company
owned by the government. It has fiber connections terminated to most of its own offices, but the
terminations from its offices to the LGAs are mostly not fiber. This is due to budget issues and
priority-settings in the LGAs. A recommended bandwidth is 2 Mbps on a fiber connection, but
most of the LGAs have a slow data speed of 1 Mbps via an ADCL line, while others are
connected through a radio link. This slow data speed impacts the speed of executions of the
systems and the functions they support.

All LGAs are advised to connect with high speed data communication network (fiber optic)
which will facilitate connections to PORALG centralized systems such as the LGRCIS, Epicor,

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BEMIS and other systems that uses the PORALG infrastructure, e.g., Lawson. While there are
several possible options for providing Internet connectivity to the councils, we recommend three
options:

Option 1: Mobile modem. This is easy to deploy, it only requires buying modems and airtime.
There are two possible settings with this option.

 To have one modem for each target user.

 To have shared mobile modem for a group of users. This has the advantage of providing
the connection for more users, but also easy management of airtime as it will be used during
office time for office use only.
Option 2: TTCL broadband using ADSL Modem: This is another easy to deploy solution which
requires a telephone line that is to be split to provide both voice and data. This requires

 TTCL telephone line

 ADSL modem
 LAN that connect users. An alternative to having LAN, a wireless ADSL modem can both
be used as an Internet getaway and wireless access point to establish a WLAN.
Option 3:PORALG and districts connectivity infrastructure: An alternative to the two options is
the possibility to utilize the established connectivity between districts and PORALG
headquarters. PORALG has already connected many of the councils to its data center in
Dodoma to support a centralized financial information system (Epicor) and Revenue Collection
Information Systems. We recommend extending the current LAN connected to PORALG in the
councils to other departments at the LGAs.

3.1.4 Local Area Networks

One of the best attributes of a LAN is that it may be installed simply, upgraded, or expanded,
with little difficulty, and can be moved or rearranged without disruption. Perhaps most
importantly, anyone initiated in the use of a personal computer can be trained to communicate
or perform work over a LAN. Moreover, LANs can improve productivity by enabling workers to
share information and databases, and can save companies money by allowing them to
purchase fewer computer peripherals such as printers, which can be shared via a LAN. The
assessment showed that the majority of the LGAs do not have LANsin all the important
departments. Most LANs are dedicated to Epicor room, though some LGAs use them in for
revenue collection systems.

Specifically, a fully structured LAN brings many advantages to an LGA, including:

 Internet access sharing: Computer networks allow multiple users to share a single Internet
connection. Special hardware devices allow the bandwidth of the connection to be easily
allocated to various individuals as they need it, and permit a council to purchase one high-
speed connection instead of many slower ones.
 Reduced operating costs: A network lets co-workers share office equipment like printers,
fax machines, and voice and storage devices. This means that one can buy just one or two

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 shared printers for an entire office to use, rather than individual printers for each employee
who might need one.
 Centralized IT administration: It is much easier and more efficient to manage the many
computers that a council has from a single platform than it is to manage each of them
individually. Also, IT administrators can remotely troubleshoot problems on computers
across the network rather than doing it in person.
 LANS make it easy to manage Internet costs.

Figure1: Central Systems and Respective Functions

It is therefore recommended that LGAs consider the following actions to establish a functioning
and effective LAN:

 Install LAN and Perform structured cabling for voice and data for the whole building
 One server machine and install active directory that will be used for user authentication &
authorization of resources (security) including assigning and enforcing security policies for
all computers, backup storage, pushing of antivirus & updates
 Ensure printers are connected to the network
 Installing PBX/intercomfor internal voice communication
 Increase the ratio of number of personal computers to staffs

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3.2 Availability of Automated Systems
The major business processes conducted at the LGA level are planning, revenue collection,
payment, and expenditure. LGAs also managetheir areas’ educational systems, human
resources, agriculture, engineering and health care. It has been proven that when these
processes are conducted using information systems they increase their efficiency and
effectiveness dramatically. For example, use of Epicor has led to improvements in financial
management. LGRCIs has provided improvements in revenue collection; the same applies to
PlanRepfor planning, and Lawson for HR and other sector systems.

However, many system users throughout the region reported frustration that the systems are not
connected to the central level. Notably, Epicor, BEMIS, the LGRCIS and Lawson were discussed as
they use the same channel of communication and should be connected. It is encouraged that the
common and key business processes have connections to these systems as outlined on the
priority offices below.It is recommended that each office room has a minimum of eight
connection points.
Table 2: Priority Offices
Priority Offices for ICT Investment IS Software to be Supported
Finance-Cashier Epicor, LGRCIS, PlanRep
District/Municipal/Town Treasurer Epicor, LGRCIS, PlanRep
Revenue Accountants Epicor, LGRCIS, PlanRep
Trade/Business License registration in the LGRCIS
Internal Audit Review all systems in place
Council Director Office Custodian of all systems
Human Resources Lawson
Ardhi/Land Evaluator for Property Tax-LGRCIS; Geographic Information
System (GIS)
Engineering/Ujenzi for GIS LGRCIS
Information Communication Administrator of all systems
Technology
Procurement Management Unit Epicor to create LPOs
Planning PlanRep
Health DHIS2
Education Basic Education Management Information System (BEMIS)
Agriculture Agriculture Routine Data System (ARDS)

It is important to note that staff training for the IS systems were varied and often lacking. Many staff
reported that they had not received official training of the electronic systems being used at the LGA
level. Others expressed concern that because they were not trained, they felt they were incapable
of extensive using of the functionalities available at the systems. In most of the LGAs, only few a
staff have received training on PlanRep. It therefore critical that as new systems are rolled out and
introduced at the LGA level, that a complimentary training program also be deployed. Staff training
on these systems will be central to their use at the LGA level, and will only continue to enhance the
capabilities of IS to be used for business processes.

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3.3 Resources, Policy and Planning
As per the new LGAs Structure of Organisation, each LGA is required to have an ICT division
which employs the ICT staff. In addition, the ICT division should also have its own budget and
plans. However, the assessment found that most LGAs provide a limited budget for developing
and maintaining the ICT systems. The assessment findings found an overall lack of appreciate
and understanding for the important of ICT at the LGA level.

The recommendations for better use and resourcing of ICT include:

 There should be deliberate effort in demonstrating on the importance of having a solid ICT
infrastructure to the DC to create awareness among the decision makers in the LGA’s as
currently low priority given to the ICT department.
 LGA’s should increase internal own source collection which seems to directly affect budget
allocation to the ICT department.
 PORALG should be responsible in providing standard technical specifications of the ICT
equipmentfor easy management and troubleshooting
 There is a need of having external expertise in assisting local ICT staff in developing an ICT
plan
 There is a need of developing a template/document repository that will be hosted by PO-
RALG consisting of generic documents such as an ICT plan and an inventory list for access
to all LGA’s to have uniformity among them
 LGA’s should be proactive in working closely with eGA and PORALG
 There must be a unified security procedure on all systems available in the DC since each
system has its own standard operating procedure on security

3.3.1 ICT Staff

Assessment findings show that all LGAs have at least one IT staff; however most IT staff have
not been categorized as ICTO nor received training for most of the ICT systems available at the
LGAs like Epicor, Lawson, PlanRep, the LGRCIS and others. The minimum qualifications for a
ICTO at the LGA level is a University degree in ICT or related study. However, many of the
ICTOs instead have degrees as statisticians and education with very limited, or relevant,
experience in the ICT sector. As a result, many of the ICT divisions are instead headed by a
Communications Officer – and not an ICT technician. However, this jeopardizes the overall
functions of the ICT division and its critical roles and responsibilities. For example, ICTOs are
critical to ensuring overall ICT system development and maintenance. They are also key in
supporting program staff to translate business process needs to system developers and
technicians. Without them, it is very likely that the ICT system as a whole will be poorly
maintained, poorly managed, and ultimately unproductive for the LGA.

In order to maximize the use of ICT by the CMT team, a reliable ICT support is necessary.

Therefore we recommend the following:

 ICTOs should be appropriately trained, meet minimum qualifications, and be given authority

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 to carry out the full mandate
 ICTOs should be responsible and given the authority to provide training for all available ICT
systems at the LGA level
 ICT division should receive the appropriate budget and funding to carry out the functions
 ICT division should be the first point of contact for troubleshooting ICT related problems
within the council
 ICTOs should be required to maintain technical expertise on LGA systems, and should be
supported to attend technical training provided by eGa and/or PORALG

3.3.2 ICT Plan

In prior years, the central level has played a significant role in establishing the budgets for ICT
at the LGA level. LGAs relied on the central level to provide financial resources to develop and
maintain LGA IS systems for business processes. With the recent introduction of the ICT
divisions at the LGA level, the assessment found that many LGAs still do not allocate
appropriate resources to the ICT division to be successful in carrying out their mandates.

Going forward, financial resources for basic ICT infrastructure, reoccurring costs, maintenance
and training should be in place at each LGA office. This will ensure the sustainability and
longevity of the infrastructure and systems.Budgets for ICT should be increased at least to
ensure the above basic and important infrastructures are installed because these infrastructures
will facilitate the other systems and therefore increase revenue collection, decision making,
statistical analysis and provisioning of social services.

3.3.3 ICT Inventory

Inventory management in the LGAs and maintenance of the inventory is the responsibility of the
Program Management Unit (PMU) office; however it is expected that ICTOs in the LGAs keep
track of the ICT devices using a standard inventory process. Having an accurate inventory at
the LGA level provides needed information for budgeting and procurement of ICT. ICTOs
understand the depreciation periods of some devices, and are able to advise on the disposition
of absolute items.

In most councils, the ICT inventory included in the inventory of all assets which is maintained by
PMU unit. However, we recommend councils maintain a separate ICT inventory. The inventory
should include information about warranties and vendor contact. The lack of standardized and
updated ICT inventory was a concerning finding. Going forward, LGAs should establish a
systematic way to ensure appropriate tracking of ICT inventory, notably to track lifetime
information and depreciation period.

In order to clear the path for efficient equipment procurement, there must be a change in mind-
set as well as the procurement processes. Increased communications between procurement
departments and the IT department/ staff are essential. Therefore the procurement of IT
equipment should be done in collaboration with IT department (i.e.,IT staff). The IT department
shall be responsible for the following:

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 Providing technical specifications of the equipment
 On delivery, inspection of the supplied equipment if they meet the expected specifications

3.3.4 Disaster Recovery

Having a backup copy of all information contained on each council’s IS is critical for disaster
protect. Stand-alone systems must have a backup of the data housed on a server stored in a
separate building. Back-ups should be performed daily. Few LGAs had an established disaster
recovery protocol or system. This not only puts the system at risk but jeopardizes the
information contained within the system. Some LGAs were using external hard disks to
produce backups to PlanRep and other important data, however this is not enough.

We recommend the following data backup approach:

 To give one person (ICTO) the main responsibility for backing up, and designating a second
to cover for absence
 To implement online backup system for every day of the week
 Apart from the automated online backup, also use a different tape or disk to back up every
week and have a schedule for rotating them
 Keep back-ups secure - preferably off-site from the main business premises
 Periodically test the back-ups to ensure that data can be successfully restored

3.3.5 System and Network Security

ICT systems must be regularly maintained with appropriate backups, security protocols and
authentication systems. Many LGAs have established an authentication mechanism built on the
process of assigning user names and passwords. However, encryption standards, established
firewalls, and antivirus protection were notably lacking.

As part of the network requirements, we recommend LGAs to have the following:

 A firewall to restrict unauthorized users (outside) from accessing the networked resources
 Part of the security should include users accounts and passwords that will give limited
access
 Define different access policies/capabilities for different users based on their role and
responsibilities
 Install and regularly update anti-virus software to detect, stop and remove viruses and help
you repair the damage
 Restrict email and Internet access to those who need it
 Use web browser's security functions to restrict specific high-risk sites
 Ask employees not to open attachments from unknown or suspicious senders
 User computers should be restricted from having administrative privileges

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3.4 Communications
3.4.1 Website
LGA websites are a significant communication tool for sharing relevant information with citizens.
The audience is broad; thegeneral public, the investors who might be interested in exploring
investment opportunities, the tax payers who might want to know various tariffs, the tourist who
might want to know about tourists attractions, the researchers and students who might need
reports and statistics. Most of the LGAs do not have websites. Only 5 out of 7 LGAs per region
had a website. While the cost of establishing websites includes domain registration, designing,
developing, training and maintaining is relatively affordable, most LGAs have not prioritized
websites in the budget. LGAs can assign communications officers who are the knowledgeable
professionals to establish websites with support from ICT officers.

3.4.2 Email
It is illegal to use a disposable email (such as a Hotmail or Gmail) for official government
communication per new national guidelines. A government mail system not only offers official
and secure communications but also facilitate easy information sharing among the LGAs
through groups email and the LGA share point. The eGahas since established a mailing system
for the government that could be easily adopted byLGAs as well.While some LGAs expressed
reluctance to register for government email due to costs, further sensitization needs to be done
with LGAs as it is relatively affordable to establish this type of email system.

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4. KEY FINDINGS BY REGION
This section outlines the summary of specific findings in each LGA by region.

4.1 Mara Region

In Mara Region, nine LGAs as well as the RAS Mara office were included in the assessment.The
councils assessed were: Musoma Municipal Council, Musoma District Council, Butiama District
Council, Rorya District Council, Tarime District Council, Bunda District Council, Serengeti District
Council, Tarime Town Council and Bunda Town council.

In Mara there are three new LGAs. These new LGAs have no LAN at all and no reliable connections
to the central systems including Epicor, LGRCIs, LAWSON and BEMIS and hence they were relying
on the slow ADCL connections that were terminated to a single computer that provided access to
LASWSON. The summarized findings are listed in the table below.
Table 1 : Summary on the ICT assessment findings in Mara Region
S LGA LAN CONN IMPORTANT SYSTEMS POS
N
1 Mara RS Fully Fiber Epicor, Strategic Budget Allocation System (SBAS) NA
LAN present
2 Musoma Semi Fiber Epicor, LGRCIS present 56
MC LAN POS
3 Musoma Semi No Epicor present, no LGRCIS 0 POS
DC LAN fiber
4 Butiama DC No LAN No No Epicor, no LGRCIS 0 POS
fiber
5 Serengeti No LAN No Epicor, LGRCIS present 0 POS
DC fiber
6 Tarime DC Semi Fiber Epicor, LGRCIS present 7 POS
LAN
7 Tarime TC Semi Fiber No Epicor, LGRCIS present 0 POS
LAN
8 Bunda DC Semi No Epicor present, no LGRCIS 0 POS
LAN fiber
9 Bunda TC Semi No No Epicor, no LGRCIS 0 POS
LAN fiber
10 Rorya DC No LAN No Epicor present, no LGRCIS 0 POS
fiber

4.2 Dodoma Region

In Dodoma Region total of nine LGAs including the RS office were assessed. These LGAs Dodoma
RS, Dodoma MC, Chamwino DC, Kondoa DC, Chemba DC, Bahi DC, Kongwa DC, Kondoa TC
and Mpwapwa DC. The summarized findings for LGAs in this region are indicated in the table
below.

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 Table 2 : Summary on the ICT assessment findings in Mwanza Region
SN LGA LAN CONN IMPORTANT SYSTEMS POS
1 Dodoma RS Semi LAN Fiber Epicor, SBAS present NA
2 Dodoma MC Semi LAN Fiber Epicor, LGRCIS present 20 POS
3 Chamwino DC Semi LAN No fiber Epicor, LGRCIS present 10 POS
4 Kondoa DC Semi LAN No fiber Epicor, LGRCIS present 15 POS
5 Chemba DC No LAN No fiber No Epicor, no LGRCIS 0 POS
6 Bahi DC No LAN No fiber Epicor, LGRCIS present 10 POS
7 Kongwa DC Semi LAN Fiber Epicor, LGRCIS present 6 POS
8 Kondoa TC No LAN No fiber No Epicor, no LGRCIS 0 POS
9 Mpwapwa DC Semi LAN Fiber Epicor, LGRCIS present 12 POS

4.3 Iringa Region

In Iringa Region total of six LGAs including the RS office were assessed. These LGAs are Iringa
RS, Iringa MC, Iringa DC, Kilolo DC, Mafinga TC and Mufindi DC. The summarized findings for
LGAs in this region are indicated in the table below.
Table 3 : Summary on the ICT assessment findings in Iringa Region
SN LGA LAN CONN IMPORTANT SYSTEMS POS
1 Iringa RS Semi LAN No fiber Epicor, SBAS present NA
2 Iringa MC Semi LAN Fiber Epicor, LGRCIS present 24 POS
3 Iringa DC Semi LAN Fiber Epicor, LGRCIS present 0 POS
4 Kilolo DC Semi LAN Fiber Epicor, LGRCIS present 0 POS
5 Mafinga TC Semi LAN No fiber No Epicor , no LGRCIS 0 POS
6 Mufindi DC Semi LAN Fiber Epicor, LGRCIS present 0 POS

4.4 Kagera Region

In Kagera Region total of nine LGAs including the RS office were assessed. These LGAs are
Kagera RS, Bukoba MC, Bukoba DC, Misenyi DC, Karagwe DC, Biharamuro DC, Ngara DC,
Muleba DC and Kyerwa DC. The summarized findings for LGAs in this region are indicated in the
table below.
Table 4 : Summary on the ICT assessment findings in Kagera Region
SN LGA LAN CONN IMPORTANT SYSTEMS POS
1 Kagera RS Fully LAN No fiber Epicor, SBAS present NA
2 Bukoba MC Semi LAN Fiber Epicor, LGRCIS present 0 POS
3 Bukoba DC Semi LAN No fiber Epicor, LGRCIS present 20 POS
4 Misenyi DC Fully LAN No fiber Epicor, LGRCIS present 0 POS
5 Karagwe DC Semi LAN No fiber Epicor, LGRCIS present 35 POS
6 Biharamuro DC Semi LAN No fiber Epicor, LGRCIS present 0 POS
7 Ngara DC Semi LAN No fiber Epicor, LGRCIS present 5 POS
8 Muleba DC Semi LAN No fiber Epicor, LGRCIS present 16 POS
9 Kyerwa DC No LAN No fiber No Epicor, no LGRCIS 0 POS

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4.5 Shinyanga Region
In Shinyanga Region total of seven LGAs including the RS office were assessed. These LGAs
Shinyanga RAS, Shinyanga MC, Shinyanga DC, Ushetu DC, Kishapu DC, Msalala DC and
Kahama TC. The summarized findings for LGAs in this region are indicated in the table below.
Table 5 : Summary on the ICT assessment findings in Shinyanga Region
SN LGA LAN CONN IMPORTANT SYSTEMS POS
1 Shinyanga RAS Semi LAN Fiber Epicor present NA
2 Shinyanga MC Semi LAN Fiber Epicor present, no LGRCIS 0 POS
3 Shinyanga DC Semi LAN Fiber Epicor present, no LGRCIS 0 POS
4 Ushetu DC Semi LAN No fiber Epicor present, no LGRCIS 0 POS
5 Kishapu DC Semi LAN No fiber Epicor present, no LGRCIS 0 POS
6 Msalala DC Semi LAN Fiber No Epicor, LGRCIS present 6 POS
7 Kahama TC Semi LAN No fiber No Epicor, LGRCIS present 0 POS

4.6 Rukwa Region

In Rukwa Region total of five LGAs including the RS office were assessed. These LGAs
Sumbawanga MC, Sumbawanga DC, Nkasi DC, Kalambo DC and Sumbawanga RAS. The
summarized findings for LGAs in this region are indicated in the table below.
Table 6 : Summary on the ICT assessment findings in Rukwa Region
SN LGA LAN CONN IMPORTANT SYSTEMS POS
1 Sumbawanga RAS Semi LAN Fiber Epicor, SBAS present NA
2 Sumbawanga MC Semi LAN Fiber Epicor, LGRCIS present 16 POS
3 Sumbawanga DC Semi LAN Fiber Epicor, LGRCIS present 2 POS
4 Nkasi DC Semi LAN No fiber Epicor present, no LGRCIS 0 POS
5 Kalambo DC No LAN No fiber No Epicor, no LGRCIS 0 POS

4.7 Mwanza Region

In Mwanza Region total of nine LGAs including the RS office were assessed. These LGAs are
Mwanza RS, Mwanza CC, Ilemela MC, Kwimba DC, Misungwi DC, Magu DC, Sengerema DC,
Buchosa DC and Ukerewe DC. The summarized findings for LGAs in this region are indicated in the
table below.
Table 7 : Summary on the ICT assessment findings in Mwanza Region
SN LGA LAN CONN IMPORTANT SYSTEMS POS
1 Mwanza RS Semi LAN No fiber Epicor, SBAS present NA
2 Mwanza CC Semi LAN No fiber Epicor, LGRCIS present 25 POS
3 Ilemela MC Semi LAN No fiber Epicor, LGRCIS present 20 POS
4 Kwimba DC Semi LAN No fiber Epicor, LGRCIS present 0 POS
5 Misungwi DC No LAN No fiber Epicor, LGRCIS present 0 POS
6 Magu DC No LAN No fiber Epicor, LGRCIS present 2 POS
7 Sengerema DC Semi LAN No fiber Epicor, LGRCIS present 2 POS
8 Buchosa DC No LAN No fiber No Epicor, no LGRCIS 0 POS
9 Ukerewe DC No LAN Fiber Epicor present, no LGRCIS 0 POS

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4.8 Mtwara Region
In Mtwara Region total of eight LGAs including the RS office were assessed. These LGAs are
Mtwara RS, Mtwara MC, Mtwara DC, Nanyamba TC, Tandahimba DC, Nanyumbu DC, Masasi DC
and Masasi TC. The summarized findings for LGAs in this region are indicated in the table below.
Table 8 : Summary on the ICT assessment findings in Mtwara Region
SN LGA LAN CONN IMPORTANT SYSTEMS POS
1 Mtwara RS Semi LAN No fiber Epicor, SBAS present NA
2 Mtwara MC Semi LAN Fiber Epicor, LGRCIS present 30 POS
3 MtwaraDC Semi LAN Fiber Epicor present, no LGRCIS 0 POS
4 Nanyamba TC No LAN No fiber No Epicor, no LGRCIS 0 POS
5 Tandahimba DC Semi LAN Fiber Epicor, LGRCIS present 0 POS
6 Nanyumbu DC Semi LAN No fiber Epicor, LGRCIS present 0 POS
7 Masasi DC Fully LAN Fiber Epicor, LGRCIS present 0 POS
8 Masasi TC Semi LAN No fiber No Epicor, LGRCIS present 0 POS

4.9 Morogoro Region

In Morogoro Region there are a total of ten LGAs including the RS office that were assessed.
These LGAs are Morogoro RS, Morogoro MC, Morogoro DC, Mvomero DC, Gairo DC, Kilosa
DC, Kilombero DC, Ifakara TC, Ulanga DC and Malinyi DC. The summarized findings for LGAs
in this region are indicated in the table below.
Table 9 : Summary on the ICT assessment findings in Morogoro Region
SN LGA LAN CONN IMPORTANT SYSTEMS POS
1 Morogoro RS Semi LAN No fiber Epicor, SBAS present NA
2 Morogoro MC Semi LAN Fiber Epicor, LGRCIS present 6 POS
3 Morogoro DC Semi LAN Fiber Epicor, LGRCIS present 16 POS
4 Mvomero DC Semi LAN No fiber Epicor, LGRCIS present 0 POS
5 Gairo DC Semi LAN No fiber No Epicor, no LGRCIS 0 POS
6 Kilosa DC No LAN No fiber Epicor, LGRCIS present 8 POS
7 Kilombero DC Semi LAN Fiber Epicor, LGRCIS present 70 POS
8 Ifakara TC No LAN No fiber Epicor present, no LGRCIS 0 POS
9 Ulanga DC Semi LAN No fiber Epicor, LGRCIS present 5 POS
10 Malinyi DC No LAN No fiber No Epicor, no LGRCIS 0 POS

4.10 Mbeya Region

In Mbeya Region total of eight LGAs including the RS office were assessed. These LGAs are
Mbeya RS, Mbeya CC, Mbeya DC, Mbarali DC, Chunya DC, Rungwe DC, Kyela DC and
Busokelo DC. The summarized findings for LGAs in this region are indicated in the table below.
Table 10 : Summary on the ICT assessment findings in Mbeya Region
SN LGA LAN CONN IMPORTANT SYSTEMS POS
1 Mbeya RS Semi LAN No fiber Epicor, SBAS present NA
2 Mbeya CC Semi LAN Fiber Epicor, LGRCIS present 133 POS
3 Mbeya DC Semi LAN Fiber Epicor, LGRCIS present 0 POS
4 Mbarali DC Semi LAN Fiber Epicor, LGRCIS present 0 POS

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5 Chunya DC Semi LAN Fiber Epicor, LGRCIS present 0 POS
6 Rungwe DC Semi LAN No fiber Epicor, LGRCIS present 0 POS
7 Kyela DC Semi LAN No fiber Epicor, LGRCIS present 0 POS
8 Busokelo DC No LAN No fiber No Epicor, no LGRCIS 0 POS

4.11 Njombe Region

In Njombe Region total of seven LGAs including the RS office were assessed. These LGAs are
Njombe RS, Njombe DC, Njombe TC, Ludewa DC, Wanging’ombe DC, Makete DCand
Makambako TC. The summarized findings for LGAs in this region are indicated in the table below.
Table 11 : Summary on the ICT assessment findings in Mwanza Region
SN LGA LAN CONN IMPORTANT SYSTEMS POS
1 Njombe RS Semi LAN Fiber Epicor, SBAS present NA
2 Njombe DC Semi LAN No fiber Epicor, LGRCIS present 15 POS
3 Njombe TC No LAN No fiber Epicor, LGRCIS present 80 POS
4 Ludewa DC Semi LAN No fiber Epicor, LGRCIS present 0 POS
5 Wanging’ombe DC Semi LAN No fiber No Epicor , no LGRCIS 0 POS
6 Makete DC Semi LAN No fiber Epicor, LGRCIS present 0 POS
7 Makambako TC Semi LAN Fiber No Epicor, LGRCIS present 22 POS

4.12 Kigoma Region

In Kigoma Region total of nine LGAs including the RS office were assessed. These LGAs are
Kigoma RAS, Kigoma/Ujiji MC, Kigoma DC, Uvinza DC, Kakonko DC, Buligwe DC, Kasulu DC,
Kasulu TC and Kibondo DC. The summarized findings for LGAs in this region are indicated in the
table below.
Table 12 : Summary on the ICT assessment findings in Kigoma Region
SN LGA LAN CONN IMPORTANT SYSTEMS POS
1 Kigoma RAS Semi LAN Fiber Epicor, SBAS present NA
2 Kigoma/Ujiji MC Fully LAN Fiber Epicor, LGRCIS present 26 POS
3 Kigoma DC Semi LAN Fiber Epicor, LGRCIS present 8 POS
4 Uvinza DC Semi LAN No fiber No Epicor, LGRCIS present 0 POS
5 Kakonko DC Semi LAN No fiber No Epicor, no LGRCIS 15 POS
6 Buligwe DC Semi LAN No fiber No Epicor, LGRCIS present 0 POS
7 Kasulu DC Semi LAN Fiber Epicor, LGRCIS present 15 POS
8 Kasulu TC Semi LAN No fiber No Epicor, no LGRCIS 0 POS
9 Kibondo DC Semi LAN Fiber Epicor, LGRCIS present 0 POS

4.13 Lindi Region

In Lindi Region total of seven LGAs including the RS office were assessed. These LGAs Lindi RAS,
Lindi MC, Lindi DC, Liwale DC, Nachingwea DC, Ruangwa DC and Kilwa DC. The summarized
findings for LGAs in this region are indicated in the table below.
Table 13 : Summary on the ICT assessment findings in Lindi Region
SN LGA LAN CONN IMPORTANT SYSTEMS POS
1 Lindi RAS Semi LAN Fiber Epicor, SBAS present NA

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2 Lindi MC Semi LAN Fiber Epicor, LGRCIS present 7 POS
3 Lindi DC Semi LAN Fiber Epicor, LGRCIS present 0 POS
4 Liwale DC Semi LAN Fiber Epicor, LGRCIS present 5 POS
5 Nachingwea DC Semi LAN Fiber Epicor, LGRCIS present 4 POS
6 Ruangwa DC Semi LAN Fiber Epicor, LGRCIS present 0 POS
7 Kilwa DC Semi LAN Fiber Epicor, LGRCIS present 0 POS

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5. ANNEX

Table 16: Annex 1: LGAs Included in the ICT Assessment

REGION LGAs
LINDI Lindi RAS Lindi Lindi Liwale Nachingwea Ruangwa Kilwa
MC DC DC DC DC DC
SHINYANGA Shinyanga RAS Shinyanga Shinyanga Ushetu Kishapu Msalala Kahama
MC DC DC DC DC TC
RUKWA Sumbawanga Sumbawanga Sumbawanga Nkasi Kalambo
RAS MC DC DC DC
KIGOMA Kigoma RAS Kigoma/Ujiji Kigoma DC Uvinza Kakonko Buligwe Kasulu Kasulu Kibondo
MC DC DC DC DC TC DC
MOROGORO Morogoro RS Morogoro MC Morogoro DC Mvomero Gairo Kilosa Kilombero Ifakara TC Ulanga Malinyi
DC DC DC DC DC DC
DODOMA Dodoma RS Dodoma Chamwino Kondoa Chemba Bahi Kongwa Kondoa Mpwapwa
MC DC DC DC DC DC TC DC
NJOMBE Njombe RS Njombe Njombe Ludewa Wanging’ombe Makete Makambako
DC TC DC DC DC TC
MWANZA Mwanza RS Mwanza Nyamagana Ilemela Kwimba Misungwi Magu Sengerema Buchosa Ukerewe
CC MC MC DC DC DC DC DC DC
IRINGA Iringa RS Iringa Iringa Kilolo Mafinga Mufindi
MC DC DC TC DC
KAGERA Kagera RS Bukoba Bukoba Misenyi Karagwe Biharamuro Ngara Muleba DC Kyerwa
MC DC DC DC DC DC DC
MTWARA Mtwara RS Mtwara Mtwara Newala Nanyamba Tandahimba Nanyumbu Masasi Masasi
MC DC DC TC DC DC DC TC
MBEYA Mbeya RS Mbeya Mbeya Mbarali Chunya Rungwe Kyela Busokelo
CC DC DC DC DC DC DC
MARA Mara RS Musoma Musoma Butiama Serengeti Tarime Tarime TC Bunda Bunda Rorya
MC DC DC DC DC DC TC DC

17 17
 COMPREHENSIVE ICT ASSESSMENT REPORT:
SITUATION ANALYSIS IN 13 REGIONS PORALG
& PS3 COLLABORATIVE ACTIVITY