The World Bank IMPLEMENTING CHANGE MANAGEMENT STRATEGY FOR EGP AND BUILDING CAPACITY FOR PPDA AND ITS STAKEHOLDERS (P150166) REPORT NO.: RES45689 RESTRUCTURING PAPER ON A PROPOSED PROJECT RESTRUCTURING OF IMPLEMENTING CHANGE MANAGEMENT STRATEGY FOR EGP AND BUILDING CAPACITY FOR PPDA AND ITS STAKEHOLDERS APPROVED ON AUGUST 23, 2019 TO MINISTRY OF FINACE, PLANNING AND ECONOMIC DEVELOPMENT GOVERNANCE AFRICA EAST Regional Vice President: Hafez M. H. Ghanem Country Director: Keith E. Hansen Global Director: Vinay Sharma Practice Manager/Manager: Hiba M. F. Tahboub Task Team Leader(s): Grace Nakuya Musoke Munanura The World Bank IMPLEMENTING CHANGE MANAGEMENT STRATEGY FOR EGP AND BUILDING CAPACITY FOR PPDA AND ITS STAKEHOLDERS (P150166) ABBREVIATIONS AND ACRONYMS The World Bank IMPLEMENTING CHANGE MANAGEMENT STRATEGY FOR EGP AND BUILDING CAPACITY FOR PPDA AND ITS STAKEHOLDERS (P150166) Note to Task Teams: The following sections are system generated and can only be edited online in the Portal. BASIC DATA Product Information Project ID Financing Instrument P150166 Investment Project Financing Original EA Category Current EA Category Not Required (C) Not Required (C) Approval Date Current Closing Date 23-Aug-2019 28-Feb-2021 Organizations Borrower Responsible Agency PUBLIC PROCUREMENT AND DISPOSAL OF PUBLIC Ministry of Finace, Planning and Economic Development ASSETS AUTHORITY Financing (in USD Million) FIN_SUMM_PUB_TBL SUMMARY Total Project Cost 0 Total Financing 0 Financing Gap 0 DETAILS -NewFin3 The World Bank IMPLEMENTING CHANGE MANAGEMENT STRATEGY FOR EGP AND BUILDING CAPACITY FOR PPDA AND ITS STAKEHOLDERS (P150166) Project Development Objective (PDO) Original PDO The main objective of the proposed grant is to kick-start the development of a national e-GP system in Uganda to improve performance of the procurement function in Uganda. OPS_TABLE_PDO_CURRENTPDO Summary Status of Financing (US$, Millions) Net TF Approval Signing Effectiveness Closing Commitment Disbursed Undisbursed TF-A9343 14-Dec-2018 28-May-2019 28-May-2019 28-Feb-2021 .84 .28 .56 TF-17113 01-Jul-2014 11-Jul-2014 11-Jul-2014 30-Jun-2015 .49 .49 0 Policy Waiver(s) Does this restructuring trigger the need for any policy waiver(s)? No I. PROJECT STATUS AND RATIONALE FOR RESTRUCTURING A. Project Status 1. Component 1: Implementing Change Management for e-GP i. The e-GP Help Desk Center had been fully set up1 and functional, except for the toll-free line which is not connected, and thus not working. The plans to purchase a PABX were not realized. PPDA advised the mission that the e-GP Help Desk Center is currently supporting only the pilot entities but will also support bidders and the e-GP local solution therefore there is value for money for the funds used. ii. Under the Stakeholder Engagement, Training and Capacity Building (TCB) for e-GP – (a) Development and Printing of e-GP Training Materials (simplified guides and pictorial of workflows for PDEs and for bidders; QA brochures for PDEs, Bidders, and general public) were not developed due to lack of clarity as for which system the materials were meant for; (b) Dissemination Workshops on e-GP for PDEs targeted 10 pilot PDEs, under which 120 participants were trained. Due to the COVID-19 restrictions, only a few stakeholders from the pilot entities were trained at physically managed facilities. Additional stakeholders were trained through virtual means. It is planned that for the categories that have large numbers such as the bidders, this will be the mode 1 Toll Free Line in place, Supply of IT Equipment (27 Desktops and 9 UPS –), 1 No. Coloured Printer, 2 No. Dual Band Wireless Access Points(Routers), Office Furniture (20 3-seater tables and 54 chairs) for the training center, Smart Interactive White Board, 65 Inch Flat screen and two 32 Inch Flat screens and 4 Seater Work Station delivered The World Bank IMPLEMENTING CHANGE MANAGEMENT STRATEGY FOR EGP AND BUILDING CAPACITY FOR PPDA AND ITS STAKEHOLDERS (P150166) of training going forward. Accordingly, part of the funds for workshops, were reallocated to the acquisition of tools that will enable online training; (c) Dissemination Workshops for Private Sector targeting up to 3000 bidders over the 3 years from different sectors/associations. Due to COVID 19, alternative online training approach has been organized, for which 3 CISCO WebEX Training Licenses were purchased and Information for Shooting Tutorial Videos developed; (d) e-GP Training of the Trainer Workshops for key PPDA Staff targeting 50 PPDA staff from the training department and the audit department was carried out. The Study Tour on roll out of e-GP for at least 15 key e-GP resources was cancelled; iii. To implement the eGP Communication Strategy, PPDA hired a Branding and Visibility Expert (M/s MAAD), who completed the assignment in November 2020. MAAD developed e-GP communication messages for Newspaper Adverts, radio jingles and television Campaigns, and Digital Media Adverts for general public awareness; (ii) Procurement of e-GP branded items for awareness targeting 3000 stakeholders (3000 shirts, 3000 caps, and 3000 pens) for general public awareness was approaching contract award. iv. Training and Capacity Building on Open Contracting as a Tool for fostering Transparent and Accountable Economic Governance – (a) Open Data Training and Capacity Building Workshop was held to mainstream open contracting (OC) in PPDA staff in collaboration with Open Contracting Data Standards (OCDS) Secretariat - a total of 103 participants were trained on open contracting (67 staff of PPDA and 36 members of Civil Society); (b) the planned workshops on open contracting with different stakeholders in public procurement to introduce the concept of OC, especially in line with the framework that the PPDA developed with CSOs did not take place because of COVID; (c) Open Data Training and Capacity Building Workshops for High Spend Entities was conducted on 8th December 2020 with 20 participants; (d) Open Data Training, Capacity Building and Dissemination Workshops for Interest Groups (Civil Society, Politicians, Key Players in Public procurement) on how to utilize open data were planned to be carried out in the period January- March 2021; (c) Study Tours to learn lessons on Open Contracting for 5 PPDA staff was cancelled. 2. Component 2: Building Capacity within PPDA and other Stakeholders i. The development of PPDA’s new five-year Strategic Plan was completed following consultations with various stakeholders. The Consultant, M/s Rachel Dumba also met Development Partners represented by the EU, GIZ and the WorldBank. The Strategic Plan was disseminated to PPDA Board of Directors, Management and Staff. Dissemination to other key stakeholders was disrupted by the COVID pandemic. There were extensive2 consultations and involvement of the PPDA Staff to ensure there was buy in and positive reception to the strategic plan. ii. Sensitization Campaign of Stakeholders on Transparency and Accountability: (a) the assignment for conducting the PPDA Integrity and Perception Survey were successfully concluded by EPRC Makerere University and disseminated to stakeholders though not widely due to the COVID pandemic; (b) the activity Billboards promoting Transparency and Accountability (also indicating the toll free line for reporting fraud in Public Procurement) targeting 4 main highways has suffered delays due to prolonged discussions of over one year within PPDA on the procurement strategy but the activity has recently finally took off with the Bill boards expected to be placed by end of March 2021. (c) the Development and Implementation of Corrective Strategy for Suspended Providers activity also suffered delays of over one year, though the Concept Note and Terms of Reference were submitted during December 2020 for the Bank’s review and clearance; Contingency funds (USD 40,000) – it was agreed that the contingency funds will be used: (i) to pay for the Third - Party Agency’s fees and (ii) to purchase of a Video Conferencing facility to be used by PPDA for open contracting promotion/outreach 2Consultancy to Review and Develop PPDAs Five Year Strategic Plan - 25 participants took part in the consultative meeting workshop with PPDA Board and management was conducted on 30th and 31st January 2020. 25 people also participated technical committee of managers and the strategic planning committee in a residential workshop to develop the strategic initiatives from the objectives. The consultative meeting with PPDA Board and Management was conducted on 30th and 31st January 2020, 25 participants took part in the workshop. A staff retreat was organised to facilitate a Dissemination Workshop for 114 PPDA Staff to validate and disseminate new Strategic Plan. The World Bank IMPLEMENTING CHANGE MANAGEMENT STRATEGY FOR EGP AND BUILDING CAPACITY FOR PPDA AND ITS STAKEHOLDERS (P150166) activities that have been constrained by the COVID situation, and enable timely communication and feedback to non-state actors for example CSBAG, AFIC who have networks across the country that raise concerns/ reports concerning fraud and other gaps in procuremnet in various areas in the country. B. Rationale for restructuring i. Even though PPDA had achieved tremendous progress in implementing the Change Management Strategy for eGP, this was interrupted and eventually halted due to the emergence of a parallel local e-GP solution. The latter development resulted into non-clarity in regard to the change management activities which had been intended for the RCIP3 supported e-GP system. ii. Contingency funds (USD 40,000) – will be moved to Component 2: Building Capacity within PPDA and for other Stakeholders under Sensitization Campaign of Stakeholders on Transparency and Accountability to: (i) pay for the Third - Party Agency’s fees and (ii) purchase of a Video Conferencing facility to be used by PPDA for open contracting promotion/outreach activities that have been constrained by the COVID situation, and enable timely communication and feedback to non-state actors. iii. Impact of COVID 19 pandemic - Activities under both component 1 and component 2 were impacted by the COVID 19 pandemic first due to the lock down between March and May 2020 then by the Standard Operating procedures to curb the spread of COVID 19 resulting in: (i) disruptions to the bidding processes and rescheduling of delivery of items; (ii) postponement of workshop activities by up to 6 months due to restrictions to congregating, and (iii) a ban on international travel resulting in cancellation of study tours for e-GP and open contracting. Though the implementation team quickly turned to online approaches to disseminate messages on e-GP, the overall implementation was delayed. The Bank received Government’s request to extend the Grant by 6 months. The Task team proposes to extend it to the Grant end date Of March 31 2022 to ensure that all activities are completed. II. DESCRIPTION OF PROPOSED CHANGES i. Contingency funds (USD 40,000) – will be moved to Component 2: Building Capacity within PPDA and for other Stakeholders under Sensitization Campaign of Stakeholders on Transparency and Accountability to: (i) pay for the Third - Party Agency’s fees and (ii) purchase of a Video Conferencing facility to be used by PPDA for open contracting promotion/outreach activities will be extended ii. The Grant end date will be extended to the MDTF Grant end date of March 31 2022 to ensure that all activities are completed. 3 Regional Communications Infrastructure Programme (RCIP-5) provided funding of USD 5 million for the e=GP. However, the funding under RCIP was established to be inadequate to cater for the activities to support the change management process for not only the pilot entities but also the public and private sector players and cross cutting entities for example Auditor General’s office, Solicitor General, etc.. The World Bank IMPLEMENTING CHANGE MANAGEMENT STRATEGY FOR EGP AND BUILDING CAPACITY FOR PPDA AND ITS STAKEHOLDERS (P150166) III. SUMMARY OF CHANGES Changed Not Changed Results Framework ✔ Loan Closing Date(s) ✔ Disbursement Estimates ✔ Change in Overall Risk Rating ✔ Implementation Schedule ✔ Implementing Agency ✔ Project's Development Objectives ✔ Components and Cost ✔ Cancellations Proposed ✔ Additional Financing Proposed ✔ Reallocation between Disbursement Categories ✔ Disbursements Arrangements ✔ Safeguard Policies Triggered ✔ EA category ✔ Legal Covenants ✔ Institutional Arrangements ✔ Financial Management ✔ Procurement ✔ Other Change(s) ✔ Economic and Financial Analysis ✔ Technical Analysis ✔ Social Analysis ✔ Environmental Analysis ✔ The World Bank IMPLEMENTING CHANGE MANAGEMENT STRATEGY FOR EGP AND BUILDING CAPACITY FOR PPDA AND ITS STAKEHOLDERS (P150166) IV. DETAILED CHANGE(S) OPS_DETAILEDCHANGES_RESULTS_TABLE RESULTS FRAMEWORK Project Development Objective Indicators PDO_IND_TABLE 1. Awareness and positive perception of e-GP among the public, private sector and MDAs. Private Sector and 10 pilot agencies making use of help desk. Unit of Measure: Amount(USD) Indicator Type: Custom Baseline Actual (Current) End Target Action Value 0.00 156,397.00 500,800.00 No Change Date 25-Mar-2019 05-Feb-2021 26-Feb-2021 i. Communication Strategy for e-GP Implemented - training and awareness on e-GP carried out for pilot entities and bidders/private sector, and sensitization of the public on e-GP completed Unit of Measure: Amount(USD) Indicator Type: Custom Breakdown Baseline Actual (Current) End Target Action Value 0.00 18,369.00 153,200.00 No Change Date 25-Mar-2019 05-Feb-2021 28-Feb-2021 a fully functional e-GP helpdesk center operational at PPDA. Unit of Measure: Amount(USD) Indicator Type: Custom Breakdown Baseline Actual (Current) End Target Action Value 0.00 69,776.00 162,600.00 No Change Date 25-Mar-2019 05-Feb-2021 28-Feb-2021 Stakeholder engagement and Capacity Building for e-GP Unit of Measure: Amount(USD) Indicator Type: Custom Breakdown Baseline Actual (Current) End Target Action Value 0.00 68,262.00 185,000.00 No Change The World Bank IMPLEMENTING CHANGE MANAGEMENT STRATEGY FOR EGP AND BUILDING CAPACITY FOR PPDA AND ITS STAKEHOLDERS (P150166) Date 20-May-2019 05-Feb-2021 28-Feb-2021 2. Improved functioning of PPDA aligned to the new Strategic Plan, contributing to better PIM. Unit of Measure: Amount(USD) Indicator Type: Custom Baseline Actual (Current) End Target Action Value 0.00 87,610.00 88,000.00 No Change Date 25-Mar-2019 05-Feb-2021 20-May-2021 PPDA’s New Five Year Strategic Plan Developed and rolled out to improve execution of mandate. Unit of Measure: Amount(USD) Indicator Type: Custom Breakdown Baseline Actual (Current) End Target Action Value 0.00 87,610.00 88,000.00 No Change Date 25-Mar-2019 05-Feb-2021 18-May-2021 3. Increased reporting by public on anomalies in procurement processing to ensure transparency and better outcomes for PIM. Unit of Measure: Amount(USD) Indicator Type: Custom Baseline Actual (Current) End Target Action Value 0.00 27,640.00 150,000.00 Revised Date 25-Mar-2019 05-Feb-2021 26-May-2021 open contracting Unit of Measure: Amount(USD) Indicator Type: Custom Breakdown Baseline Actual (Current) End Target Action Value 0.00 3,690.00 69,000.00 No Change Date 25-Mar-2019 05-Feb-2021 18-May-2021 Development and Implementation of Rehabilitation Strategy for Suspended Providers Unit of Measure: Amount(USD) Indicator Type: Custom Breakdown The World Bank IMPLEMENTING CHANGE MANAGEMENT STRATEGY FOR EGP AND BUILDING CAPACITY FOR PPDA AND ITS STAKEHOLDERS (P150166) Baseline Actual (Current) End Target Action Value 0.00 0.00 30,000.00 No Change Date 25-Mar-2019 05-Feb-2021 24-Mar-2021 Intermediate Indicators IO_IND_TABLE i. progress on implementation of Ccommunication Strategy and Stakeholder Engagement Program for e-GP implementation and Communications tools, and materials are disseminated to pilot entities, Unit of Measure: Amount(USD) Indicator Type: Custom Baseline Actual (Current) End Target Action Value 0.00 86,621.00 338,200.00 No Change Date 25-Mar-2019 05-Feb-2021 20-Jan-2021 OPS_DETAILEDCHANGES_LOANCLOSING_TABLE LOAN CLOSING DATE(S) Original Revised Proposed Proposed Deadline TF Status Closing Closing(s) Closing for Withdrawal Applications 30-Jun-2015, 31- TF-17113 Closed 28-Feb-2015 Dec-2015 TF-A9343 Effective 28-Feb-2021 28-Feb-2022 28-Jun-2022 OPS_DETAILEDCHANGES_DISBURSEMENT_TABLE DISBURSEMENT ESTIMATES Change in Disbursement Estimates Yes Expected Disbursements (In US$) Fiscal Year Annual Cumulative 0000 0.00 0.00 2019 0.00 0.00 2020 189,899.64 189,899.64 The World Bank IMPLEMENTING CHANGE MANAGEMENT STRATEGY FOR EGP AND BUILDING CAPACITY FOR PPDA AND ITS STAKEHOLDERS (P150166) 2021 413,458.92 603,358.56 2022 215,006.40 818,364.96 OPS_DETAILEDCHANGES_SORT_TABLE OVERALL RISK RATING Risk Category Rating at Approval Current Rating Overall  Low  Moderate Note to Task Teams: End of system generated content, document is editable from here.