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MLGH THE ROAD MAP TO IMPLEMENTATION OF EEE-E---GOVERNMENTGOVERNMENT IN ZAMBIA Using SMS -based e-Government Systems for Effective Participatory Community Monitoring in Local Government Units Ministry of Local Government and Housing The RoadRoad----MMMMapap to Implementation of ee----GovernmentGovernment in Zambia “Using SMS-Based e-Government Systems for Effective Participatory Community Monitoring in Local Government Units -- Electronic Community-Based Monitoring System (e-CBMS)” The information gathered in this book, The Road-Map to Implementation of e-Government in Zambia “Using SMS- Based e-Government Systems for Effective Participatory Community Monitoring in Local Government Units -- Electronic Community-Based Monitoring System (e-CBMS)” is based on the experiences and knowledge gained during implementation of the Community-Based Monitoring System (CBMS) in Zambia. It describes the use of SMS-based e-government systems in the implementation of CBMS in Zambia. The implementation of CBMS in Zambia is being supported by the Poverty and Economic Policy (PEP) network, through the funding from the International Development Research Centre (IDRC) and the Australian Agency for International Development (AusAID). This book was written with courtesy of Dr. Celia M. Reyes, Co-Director of the PEP Network, Angelo King Institute for Economic Business Studies – De La Salle University – Manila. Email: [email protected] Charles Peter Kashiwa, Henry Nkoma Assistant Director, Administration. Director, Department of Community Development Lusaka City Council Ministry of Community Development and Social Services P.O Box 30077 P.O box 31958 Lusaka, Zambia Lusaka, Zambia Tel: 260-211-252926, Cell: 0977-853016 Tel: 260-211-227308, Cell: 0977-776311 Email: [email protected] Christoper A. Katundu Bwalya Mwango Chief Planning Officer Manager, Projects Ministry of Education Zambia Information and Communications Technology P.O Box 50093 Authority Lusaka, Zambia P.O Box 36871 Tel: 260-211-250855, Cell: 0977-883594 Tel: 260-211-241236, Cell: 0955-770132 Email: [email protected] Dr. Brian Chituwo The Permanent Secretary Minister, Local Government and Housing Ministry of Local Government and Housing Ministry of Local Government and Housing Church Road Church Road Lusaka, Zambia Lusaka, Zambia Tel: +260 211 250528 Tel: +260 211 250528 Email: [email protected] Chipakata Chulu Muzunda Claricy Manager, Research and Development Database Administrator The Zambia Research and Development Centre The Zambia Research and Development Centre Tel: 0978-123305 Tel: 0978-000190 Email: [email protected] Email: [email protected] Dr. Mushota Kangwa John Silumbe Richard Executive director, Project Leader, CBMS The Zambia Research and Development Centre Director, Research and Development Findeco House, 16 th Floor, Cairo Road, Lusaka The Zambia Research and Development Centre Tel: 0978-000190 Tel: 0979-303567 Email: [email protected] Email: [email protected] THE ROAD-MAP TO IMPLEMENTATION OF E-GOVERNMENT IN ZAMBIA “ELECTRONIC COMMUNITY-BASED MONITORING SYSTEM (e-CBMS)” 2 CONTENTS INTRODUCTION…………………………………………………………………4 CHAPTER I – The Ministry of Local Government and Housing 1. The MLGH……………………………………………………………………….6 2. The Local Authorities (Councils)…………………….………………………...8 3. The Lusaka City Council……………….…………….………………………...10 CHAPTER II – The Community-Based Monitoring System in Zambia 4. The Community-Based Monitoring System in Zambia ….…………….…...14 5. The CBMS Process……………………………………………………………...15 6. Benefits of CBMS……………………………….……………………………....16 CHAPTER III – Study on Short Massaging Service (SMS) Application in Zambia 7. The Study on SMS……………………………….……………………………...18 8. Perceptions of SMS.…………….……………….………….…………………...19 9. Recommendations….…………………………….……………………………...24 CHAPTER IV – Electronic Community-Based Monitoring System 10. The e-CBMS ……………………………………………………………….…...25 11. The e-CBMS Methodology .……………………………………………….…...26 CHAPTER V – Miscellaneous 12. Recommendations..……………………………………………………………..29 THE ROAD-MAP TO IMPLEMENTATION OF E-GOVERNMENT IN ZAMBIA “ELECTRONIC COMMUNITY-BASED MONITORING SYSTEM (e-CBMS)” 3 INTRODUCTION This book, The Road-Map to Implementation of e-Government in Zambia “Using SMS- Based e-Government Systems for Effective Participatory Community Monitoring in Local Government Units -- Electronic Community-Based Monitoring System (e-CBMS)” describes the implementation of a Community-Based Monitoring System (CBMS) using SMS-based e-government systems in Zambia as a way of making CBMS more diverse and cost effective. It is aimed at contributing to the ongoing efforts in the implementation of e-Government in Zambia. The concept of e-Government is defined as including the use of ICT (Information and Communications Technologies), to facilitate daily administration and monitoring of services in communities and improve the satisfaction level of citizens. Using e- government systems at local level, Local authorities are able to engage communities in capturing the various dimensions of poverty in an ongoing, dynamic way, and allowing the poor themselves to validate the information. This makes it easier to diagnose the extent and nature of poverty, to formulate appropriate responses, to allocate resources to identified beneficiaries, and to assess the impact of policies and programs. Delivering public services through the Short Messaging Service (SMS) channel is a promising dimension of e-government implementation in Zambia. The use of Short Messaging Service (SMS) technology to enhance delivery of local government services to benefit citizens and communities is defined as SMS-based e-government. SMS-based e-government systems enable local authorities to communicate with citizens, and to provide a range of services in local communities through the SMS channel. These systems are also used to deliver information about emergency situations (such as warnings, floods, extreme weather) to affected citizens, and any other community activity which needs a prompt action by the local people such as a reminder of a tax due date. According to the research study undertaken by the Zambia Research and Development Centre on SMS-based e-government implementation in Zambia, providing public services through the SMS channel can significantly reduce time and cost; introduce a THE ROAD-MAP TO IMPLEMENTATION OF E-GOVERNMENT IN ZAMBIA “ELECTRONIC COMMUNITY-BASED MONITORING SYSTEM (e-CBMS)” 4 cheaper, easier and faster information-accessing channel; improve transparency, accountability, communication, and relationship between government and citizens; make the services and procedures easier for the citizens; improve the local political image; engage more people and increase citizens participation; and promote e-Democracy. The advantages of SMS are: it is simple, easy to use, extensive in coverage, reliable in delivering the message, low in cost, and can reach citizens anywhere anytime including areas with no Internet access. People prefer a technology channel that is more familiar, simple and easy to use, supports their native language, uses a readily available device and infrastructure. According to the recent survey, 85% of all households in Zambia have at least one member with a mobile phone. Drawing from the challenges encountered during the implementation of the second phase of CBMS - Monitoring and Assessing the Impact on Poverty of the Global Financial and Economic Crisis in Zambia, the dynamic nature of CBMS data makes CBMS implementation challenging as far as tracking of information and keeping information up- to-date are concerned. This also makes CBMS less cost effective when it comes to making continuous follow-up to households in communities. Therefore, in this book, we describe how SMS-Based e-Government Systems can be used in the implementation of CBMS to achieve Effective Participatory Community Monitoring in Local Government Units. The use of SMS-Based e-Government System in the implementation of CBMS is known as Electronic Community-Based Monitoring System (e-CBMS). e-CBMS replaces paper-based data collection tools with an SMS- based data collection system that enables continuous, dynamic and up-to-date data collection, and communication with community members. In Chapter I, we will describe the Ministry of Local Government and Housing (MLGH), and local authorities under its jurisdiction. In chapter II, we will describe the Community- Based Monitoring System (CBMS) in Zambia. In chapter III, we will present the study on Short Massaging Service (SMS) application in Zambia. In chapter IV, we will present THE ROAD-MAP TO IMPLEMENTATION OF E-GOVERNMENT IN ZAMBIA “ELECTRONIC COMMUNITY-BASED MONITORING SYSTEM (e-CBMS)” 5 Electronic Community-Based Monitoring System (e-CBMS) and its methodology of implementation. Finally, recommendations will be presented in chapter V. CHAPTER I – The Ministry of Local Government and Housing 1. The MLGH……………………………………………………………………….6 The Ministry of Local Government and Housing falls under the Local Government and Decentralization Sector of the national economy. It aims to promote a decentralized and democratic local government system and facilitate the provision of efficient and effective delivery of quality housing, infrastructure and social services by local authorities and other stakeholders for sustainable development. The Ministry is charged with the administration of the local government system and ensuring that the people of Zambia are provided with the necessary municipal services. The Ministry of Local Government
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