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Property Tax Management Phase2
Commissioning Unit: Jordan
Evaluation Plan: 2018-2022
Evaluation Type: Project
Completion Date: 07/2020
Unit Responsible for providing Management Response: Jordan
Documents Related to overall Management Response:
 
1. Recommendation:

Since the Project is due for handover in December 2020 to MOLA, more attention to technical and administrative documentation must be taken into account and should be considered as the most important objective of the project in 2021.

Management Response: [Added: 2020/10/20] [Last Updated: 2021/03/30]

Accepted

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Preparing the necessary official correspondences to approve the delivery of the project.
[Added: 2021/03/30]
UNDP/MoLA/PTP 2021/01 Completed Official letter from MOLA Minister Any other needed letters
Naming the agency responsible for receiving, operating and sustaining the project MOLA, MODEE, MOF
[Added: 2021/03/30] [Last Updated: 2021/05/19]
MoLA/MoF/PTP/MoDEE 2021/05 Completed 1- MoLA, MoF, UNDP, MoDEE signed the project extension agreement for Handover of PTP from MoF to MoLA before the end of 2021. History
Approving the operating systems by an official competent committee (and consultant provided by UNDP with the remaining UNDP budget available for PTP) and communicating recommendations to the municipalities to follow and implement them.
[Added: 2021/03/30] [Last Updated: 2021/05/19]
MoLA/PTP/ Municipalities 2021/05 Completed 1. The Secretary General of MoLA formed a technical team led by the Head of MoLA’s IT Directorate, and the membership of seven technical staff to expedite the knowledge transfer of the automated systems. The same committee was tasked with reviewing the software and recommending its accreditation by MoLA. 2. UNDP appointed an individual consultant to monitor the transition process and provide support and assistance to the different teams when needed. 3. (Attached: IC contract and Correspondence forming the OS committee) History
Hand over all training document and user manuals
[Added: 2021/03/30]
PTP/MoLA 2021/03 Completed Documents and manuals should be finalized by FEB,2021
Handover system analysis and design documentation
[Added: 2021/03/30] [Last Updated: 2021/07/28]
PTP/MOLA/ UNDP 2021/07 Completed Documentation for analysis and system design was delivered to MoLA to keep a copy and share with MODEE History
2. Recommendation:

Special attention must be taken to the fact that MoLA ICT Directorate will not be ready for logistical and operational reasons to proceed with the project handover in 2020 and has asked to postpone it to 2021 or 2022. In relation to that, it is recommended to have more technical staff in MoLA ICT Directorate to manage PT Project handover.  Operational skills required as the technical staff in MoLA are already overwhelmed with ongoing and new tasks.

 

Management Response: [Added: 2020/10/20] [Last Updated: 2021/03/30]

Partially Accepted:

The MoLA ICT Directorate under its current capacity might not be ready for logistical and operational reasons to proceed with the Property Tax Project (PTP) handover in 2020 and has asked to postpone it to 2021 or 2022. In relation to that, UNDP will support MOLA for handover until the end of 2021 by providing a handover plan and facilitating the formation of an inter-governmental team. It is recommended to have more technical staff in MoLA ICT Directorate to manage PT Project handover, but PTP will also support in training MOLA staff on technical skills. UNDP will promote knowledge sharing between ministries to make full use of technical skills available throughout relevant ministries connected to the PTP. 

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Formation of inter-governmental team (Legal, Administrative, Technical) to cover all aspects of the project.
[Added: 2021/03/30] [Last Updated: 2021/08/22]
MoLA/PTP/MoF/MODEE 2021/10 Initiated A reminder will be sent to MoLa to follow up History
Preparation for handover Systems delivery, technical requirements, focusing on: -Taking into account the recommendations of the Regulations Approval Committee with the required modifications. -Transferring and equipping the systems on the servers in the new location. -Ensure that the systems are running in the new sites. -Renewal of maintenance contracts for systems and applications with companies.
[Added: 2021/03/30] [Last Updated: 2021/08/22]
UNDP/MoLA/Mof/MoDEE/PTP/private sector (companies with contracts) 2021/10 Initiated Still on-going , there was an issue with infrastructure preparedness that is being duly addressed. History
Trainings to provide knowledge transfer: 1- Training on installing and equipping devices. 2- Training on servers and networks. 3- Systems and Applications Training
[Added: 2021/03/30] [Last Updated: 2021/08/22]
MOLA/PTP 2021/09 Initiated Training for component 3 on-going . testing is underway for integration process History
Hand over project assets: 1- Forming an inventory committee to receive (computers, printers, routers, and communication safes) that have been distributed to all municipalities and their regions according to the fundamental statements of the project management. Delivery of all administrative and financial files as per the rules.
[Added: 2021/03/30] [Last Updated: 2021/08/22]
MOLA /PTP/MODEE/MOF 2021/10 Initiated Still on-going , there was an issue with infrastructure preparedness that is being duly addressed. History
3. Recommendation:

Special attention must be taken for the fact that the PT-PMU project team (who have accumulated knowledge and expertise during the last 17 years), will not wish to transfer from the MoF to MoLA. This is in addition to the fact that many of the core team will soon be referred for retirement. It is therefore necessary to pay attention to the future of the project by preserving its teams, goals, and partnerships of which the project was launched and succeeded.

Another option (recommendation) is to extend the PT Project for an additional three years (all three years are dedicated to ensuring project handover and sustainability, governed by an action plan for these goals).

Management Response: [Added: 2020/10/20] [Last Updated: 2021/03/30]

Partially Accepted:

There is a need to have a one-year extension to ensure smooth transition (3 years is too long, and will defeat the purpose), and set the foundations for the handover phase. UNDP will hire a consultant to work with the team and concerned ministries’ focal points throughout 2021 to ensure smooth transition.

It is important that knowledge will not be lost that was accumulated during the last 17 years that the project has been supported. UNDP in collaboration with PTP and other ministries will facilitate that MOLA has the needed knowledge and technical capacity to ensure a smooth transition with relevant parties and sustainable handover that will continue to function beyond the project cycle.

 

To that end, UNDP will work closely with MOF and MOLA.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Sustainability, action plan will be ready before the transition that will start in June 2021.
[Added: 2021/03/30] [Last Updated: 2021/08/22]
UNDP/MOLA / PTP 2021/09 Initiated Consultant is preparing action plan History
Handover where MOLA will be trained with technical skills and provided with the knowledge to build their capacity and operate the systems, also taking into consideration inputs from other ministries
[Added: 2021/03/30] [Last Updated: 2021/08/22]
PTP/MOLA/MODEE 2021/10 Initiated History
Renew the contracts for PTP Team for one year for knowledge transfer and handover of the project
[Added: 2021/03/30]
PTP team to train and handover the project year 2021 2021/01 Completed MOLA responsible for providing technical staff to be trained. UNDP and PTP will provide support for this team when focal points have been identified.
Hire a consultant from the remaining project budget to identify a clear way forward for ministries to ensure a smooth handover and transition of PTP applications.
[Added: 2021/03/30] [Last Updated: 2021/08/22]
UNDP 2021/08 Completed Consultant is on board and facilitating the transition process History
All information that has become available on the quality of the systems through the ticketing system, will be considered and shared with UNDP, the consultant and the inter-governmental team and selected focal points for MOLA.
[Added: 2021/03/30]
PTP/MOLA/MODEE/UNDP 2021/03 Completed
4. Recommendation:

As Public awareness was implemented only through:

1-Training workshops to Municipalities staff.

2-PT project services presence in other GOJ portals (e-government portal, MoF, MoLA, e-payment portals (e-fawaterrkom) and (JoMoPay).

It is recommended to that the PT Project PMU keep using same methods, and enhancing the materials used to achieve the targeted awareness.  

Management Response: [Added: 2021/03/30]

Partially Accepted:

In order to facilitate proper usage of the systems the PTP and UNDP will support in a process where the inter-governmental team (not the current project PMU) will ensure regular follow-up so different parties have clear functions and responsibilities that will enhance transparency and accountability of the systems, even after the handover to MOLA is successfully executed. This will support the handover to MOLA that can then trickle down the knowledge to mayors and municipal staff.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Workshop: 1- mayors 2-finicial managers 3- municipal staff - Providing all services for employees to work remotely (from home) by building on previous knowledge transfer that was provided under the RRF project. -Development of an online training guides that were already provided for municipal staff under the RRF project
[Added: 2021/03/30]
MOLA / UNDP/ PTP 2021/12 Not Initiated Workshops divided by regions (North ,East , South , West) workshops to be held and Manuals to be distributed during workshop Will start in June. Preparations in progress
Printing brochures, leaflet, handout, video to citizens -Using knowledge stations to educate citizens on the use of electronic services -social media (whatsapp ,Facebook, ,Twitters)
[Added: 2021/03/30]
MOLA /MODEE/PTP to support in technical knowledge on how to use digital methods to pay taxes 2021/11 Not Initiated printing all needed - e payment methods - using portal - way pay tax brochures how to use ticketing. Will start in may
5. Recommendation:

 

Until PT project handover to MoLA is completed, the PT Project compatibility with all GOJ digital transformation standards, must be a shared responsibility between PMU and both MOF and MoDEE.

Management Response: [Added: 2021/03/30]

Partially Accepted:

As MODEE is the ministry that is driving the REACH2025 initiative, “responding to the current digital strengths and for making Jordan relevant in the global digital economy” UNDP will work in close partnership with the MODEE to ensure sustainability of the systems and that they remain operational and functional beyond the project cycle and handover phase to MOLA that will be finalized in December 2021. The PMU will work with the joint committee and focal points towards this end.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Documenting and developing systems procedures in close collaboration with MODEE, MOLA and MOF.
[Added: 2021/03/30] [Last Updated: 2021/08/22]
UNDP/ MODEE, MOLA and MOF. 2021/11 Initiated MoDee has appointed a technical evaluator currently to assess all the systems and applications available in the PTP process. Once the evaluation is complete, next steps will be decided. History
Include MODEE closely into the transition and handover phase.
[Added: 2021/03/30] [Last Updated: 2021/08/22]
UNDP/PTP/MODEE/MOLA 2021/12 Initiated conditional to the other open key action under this recommendation History
6. Recommendation:

Sustainability aspect;

The project, in its current legal and administrative structure, was able to carry out most of its tasks. At the same time, the project in its current structure will be hard to proceed with the project planned handover to MoLA, unless its administrative structure is developed to a more appropriate form. This requires a decision to drop the project handover as a target and focus more on project merger with all its partners. It is equally necessary to find a new virtual administrative structure that brings together the four teams (PT PMU, MOLA PT team, MoDEE, and UNDP) under one virtual administrative umbrella (virtual unit), and treated as one “independent”  legal entity even though it consists of groups belonging to different institutions.

For instance, the PTP has started a recommendation with a proposal for changing the Project name from “Property Tax Project” to “Smart Municipal Services Project” and to consider the “Smart Municipal Services Project”  a joint initiative between the MOLA, MOF, MODEE, Municipalities and UNDP, led by Cities and Villages Development Bank (CVDB). Finally, CVDB can play a role beyond its current position by enhancing the financing of the “Smart Municipal Services Project”. This can be achieved by making the Project as one of the long-term investment banks. This will ensure the Project sustainability and, at the same time, contribute to the achievements of the CVDB mission (as the CVDB mandate is to develop municipalities and villages per the bank’s laws and regulations, especially the recent amendments expected to be approved soon).

PT Project disaster recovery resilience, and linkage to the GIS system in Jordan

In addition to the procedures taken now by PT Project for “disaster recovery” by using MoDEE cloud DR services, MOF DR system and other internal safety procedures, the recommendation is that the PT system must have its own disaster recovery system, to ensure system uptime, reliability and sustainability.

PT system is linked to Google Maps free services, the recommendation is to move from the free Google maps services to paid one, to ensure service level agreement from google.

Management Response: [Added: 2021/03/30]

Rejected:

When the handover and knowledge transfer on the current systems is successful and continuity is ensured to carry out of the tasks by all partners involved (MOLA, MODEE and MOF) under an administrative umbrella and legal structure that works for all parties involved, treated as one “independent”  legal entity even though it consists of groups belonging to different institutions, -with MOLA as the main responsible party for the implementation- UNDP is ready to explore future more advanced possibilities for a partnership, building on the services provided through the systems that the property tax systems have established. UNDP’s comparative advantage would be to change perceptions and improve citizen participation towards a decentralized tax system and to ensure that tax revenues are contributing to economic and social development purposes that are in line with the Sustainable Development Goals (SDGs) when connected to community network platforms. This will help raise awareness, improve transparency and accountability. It is important however that the GOJ has presented a clear way forward first on how the systems will be incorporated and managed.

UNDP will also explore in the future using this project as a cornerstone towards digitisation of municipal services, and connecting different platforms within the structures of MOLA and MODEE.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Holding meetings with the Ministry of Local Administration and the Ministry of Digital Economy and Entrepreneurship to discuss the project infrastructure, databases and systems to develop plans aimed at utilizing and using the cloud infrastructure for the Ministry of Digital Economy and Entrepreneurship.
[Added: 2021/03/30]
MOLA/PTP /UNDP 2021/12 Initiated Should receive official letter about the possibility of going on cloud
Holding meetings with the Ministry of Local Administration, the Ministry of Digital Economy and Entrepreneurship regarding electronic services and their re- engineering in line with the new technologies. (New Services)
[Added: 2021/03/30]
MOLA / PTP / private sector 2021/12 Not Initiated Adding New Services to PTP Database
MoDEE and MOLA to identify Platforms
[Added: 2021/03/30]
MoDEE \MoLA\PTP 2021/12 Not Initiated Hardware, and application (DR)
Purchase Google maps services
[Added: 2021/03/30]
MoLA 2022/03 Not Initiated Beyond current project scope

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