FEDERAL REPUBLIC OF NIGERIA
SECOND NATIONAL URBAN WATER SECTOR REFORM PROJECT
CROSS RIVER STATE WATER BOARD LIMITED
INTEGRATED INFORMATION SYSTEM FOR CRSWBL
CRSWBL/ II NUWSRP/03
Date: MAY 2006
INCEPTION REPORT
Submitted By
Odo Effiong
Table of Contents
I. Background.......................................................................................................... 3
1.1
The Cross River State of Nigeria ................................................................. 3
1.2
The International Organization Supported Water Sector Reform Projects........ 3
1.3 Principal Development Objectives of the 2nd National Water Sector Reform Project 3
Structure of Project.............................................................................................. 4
1.4
The Present Water Supply Situation ............................................................ 4
1.5 The Cross River State Water Board Limited ..................................................... 4
Structure............................................................................................................. 5
II. Information Technology Issues ............................................................................. 7
2.1. Assessment Study: Purpose and Scope ............................................................ 7
2.2. History of Previous Computerization Initiatives ................................................. 7
First Computerization Effort (1981) ....................................................................... 7
Second Computerization Effort (1985-1987) ........................................................... 7
Third Computerization Effort (1993) ...................................................................... 7
Fourth Computerization Effort (1995-1999) ............................................................ 8
Last Computerization Attempt (2000) .................................................................... 8
Other Initiatives................................................................................................... 8
2.3 Current State of the Information Technology (IT ............................................... 8
Computer Literacy ............................................................................................... 9
Power and Environmental Issues; ......................................................................... 9
2.4 Information Technology Needs as Stated by the Cross River State Water Board Officials
.........................................................................................................................10
III. Summary of Findings .........................................................................................11
3.1 Key Findings .................................................................................................11
3.2. Policy Goals & Objectives ..............................................................................11
3.3 System’s Scope .............................................................................................12
3.4 IT System: Key Functional Requirements ........................................................12
IV. Conclusions and Recommendations .....................................................................14
4.1 Proposal .......................................................................................................14
4.2. Expected Deliverables ...................................................................................14
4.3 Project Assignments ......................................................................................15
4.4. Availability of Local IT Vendors & Expertise ....................................................16
4.5 Timeframe ....................................................................................................17
4.6 Outline of Reports to be submitted during the Project .......................................17
Inception Report: ...............................................................................................17
Detailed System Design & Project Management Plan..............................................17
Tender Documents .............................................................................................17
Monthly Project Updates......................................................................................17
Training Documents ............................................................................................17
Technical Documents ..........................................................................................17
Final Report .......................................................................................................17
Appendices ............................................................................................................18
Appendix I: Recommended System Configuration ..................................................18
Appendix II: High Level Network Diagram .............................................................19
I. Background
1.1
The Cross River State of Nigeria
Cross River is a state that lies on the south eastern coast of Nigeria, bordering Cameroon to
the east. Its capital is at Calabar, and it is named for the Cross River, which passes through
the state.
The state was created in 1967 from part of the
former Eastern Region, and was known as the
'South-Eastern State until 1976 when it adopted
its present name. In 1987, Akwa-Ibom State
was excised from Cross River State. It shares
boundaries with Benue State to the north, Enugu
and Abia States to the west, to the east by
Cameroon Republic and to the south by AkwaIbom
and
the
Atlantic
Ocean.
There are 18 local government areas in the
State, namely: Akpabuyo, Odukpani, Akamkpa,
Biase, Abi, Ikom, Yarkur, Odubra, Boki, Ogoja,
Yala, Obanliku, Obudu, Calabar South, Etung,
Bekwara, Bakassi and Calabar Municipality.
The state is ethnically diverse, including Efiks, Bekwara, and Ejagham inhabitants. Most of
the inhabitants of Cross River are Christian.
Its land mass is twenty thousand one hundred and fifty six kilometers square (20, 156km2)
making it the nineteenth largest state in the country. Its population from the 1991 cencus
was 1,865,604, however its 2005 population is estimated to be 3,104,446 giving it the 28th
position in terms of population in the nation.
1.2
The International Organization Supported Water Sector
Reform Projects
Despite being a state which is blessed with plenty of water, portable water supply has been a
challenge to the state and water board. In order to ensure that potable water is made
available to the citizens of the state, International Development Organizations have lent
assistance to the state.
Cross River State has recently benefited from a $116m loan from the African Development
Bank (ADB) which addressed to some extent the supply situation in the towns of Calabar,
Ugep and Akamkpa. However, in Calabar there is an urgent need to continue the network
densification in the southern part of the city and to a limited extent Northern Calabar to
enable as many customers as possible to be connected to piped supply.
The World Bank approved on 28 June 2005 an International Development Association (IDA)
credit of US$ 200 million (EUR 165 million) to support the Federal Government of Nigeria in
increasing the supply of potable water to the inhabitants of Lagos and Cross River States.
1.3
Principal Development Objectives of the 2nd National
Water Sector Reform Project
The Second National Urban Water Sector Reform Project’s principal development objectives
are to:
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improve reliability of water supply produced by the water treatment works in Lagos, in
order to increase capacity and hours of operation;
increase access to piped water networks in four cities in Cross River State;
and improve efficiency in order to reduce the cost of urban water utilities in Cross
River and Lagos States.
The project will vastly improve the amount of water available to consumers in Lagos and
Cross River States. The urban areas in Cross River State to be addressed under the Project
are: Calabar, Ikom, Ogoja and Obudu. Calabar is the state capital with a population of about
400,000. The three smaller towns are Ikom, Obudu and Ogoja with population sizes of
110,000, 89,000 and 110,000 respectively. Total population in the project area is about
700,000.
The component will support accelerated access to water piped water supply in Calabar
through network densification and provision of metered domestic and public stand post/kiosk
connections
Structure of Project
The project has four components:
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
rehabilitation and network expansion (75% of the total project costs);
Public-Private Partnership development (4%)
service sustainability (8%), and
institutional development and policy reform (3%)
An essential support system important to the success of the project is an information
technology system which will drive and support this process.
1.4
The Present Water Supply Situation
The present water supply situation can briefly be summarized as follows: (a) For Calabar, with
a population of about 400,000, sufficient water production capacity has recently been
achieved, while the water distribution capacity remains inadequate for the provision of
satisfactory water supply services. (b) For Ikom, with a population of about 110,000, the public
water supply system based upon a river source has become dysfunctional and water is
presently supplied through private boreholes and wells; and (c) For Ogoja and Obudu, each
with a population of about 110,000 and 89,000 respectively, the water supply situation is
similar to the one in Ikom.
1.5 The Cross River State Water Board Limited
The Cross River State Water Board Limited (CRSWBL) was established in 1976 on the creation
of the Cross River State of Nigeria to produce and distribute potable water to the urban and
semi-urban populace in the state.
It is a Government Parastatal that is structured as a limited liability profit making organization
and is under the supervision of the State’ s Ministry of Public Utilities. However it has a Board
of Directors whose members are appointed by the state government that overseas its
activities.
Structure
The Cross River State Water Board Limited structure is organized as follows:
1) Office of the Chairman of the Board
The Chairman leads the highest decision making body in the organization which is the
Board of Directors most of which are non executive.
2) Office of the Managing Director
The Managing Director is the chief executive officer of the organization and is
responsible for day to day management of the organization. Other important members
of his office are his secretary and personal assistant.
3) Office of the Board Secretary
The board secretary works to coordinate the activities of the Board of Directors. He
facilitates activities, meetings and documentation of the board and is supported in this
by a secretary and office assistant.
4) The Project Implementation Unit
This is the unit charged with implementation of the Second National Urban Water
Sector Reform Project and is headed by the Project Coordinator. Other key officials in
this unit are the;
a. The Procurement Specialist
b. The Project Engineer
c. The Project Accountant
5) The Operations Department
The operations department is run by a Public Private Partnership (PPP) arrangement.
The private partner is the French engineering firm Ortech Nigeria Limited. Ortech is
charged with providing the technical operational expertise to ensure the Water Board
has the capacity to carry out its functions effectively on a sustainable basis. The
operations department has a mix of Ortech and Water Board Staff, about forty in all.
There are fourteen senior officers, a number of which are expatriate. The operations
department is unique in that it has an Information technology unit with a competent
expert.
The operations department is headed by the General Manager Operations and is
organized into various units which are:
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General Administration
Distribution
Technical (Production)
Stores
Quality Control
Finance
Information Technology Unit
6) Department of Admin & Personnel
As the name implies the administrative and personnel department is charged with
general administrative and personnel management duties of the Water Board. The
head of department is supported by his secretary and a general registry.
7) Office of the Head Of Accounts
The accounts department is charged with budgeting, implementation and auditing.
However with he bulk of the funding of the Water Board being passed through the
project implementation unit and the project accountant.
8) Office of the Head of Planning
The head of planning reports directly to the Managing Director and is involved in
organization and planning general non operational activities of the Water Board.
9) The Public Relations Unit
As the name implies this department is tasked with planning and implementing
communication with the public, advertising and other public relations duties.
II. Information Technology Issues
2.1. Assessment Study: Purpose and Scope
The purpose of the assessment study was to gain a general understanding of the current level
of use of information technologies (IT) at the Cross River State Water Board and identify key
areas that should be supported by the Second National Urban Water Sector Reform Project’s.
My methodology included site visits, tours of the CRSWB facilities, observation of currently
deployed computer systems and software applications, and personal interviews with a number
of officials.
2.2. History of Previous Computerization Initiatives
First Computerization Effort (1981)
The first attempt at computerization was in 1981 by a firm from Israel at the same time the
old water treatment plant was being built. The immediate objective was monitoring and
collation of billing and collection procedures, but the scope was later extended to include the
stock monitoring and control of engineering spares. Applications were developed using a
Radio Shack and Apple II computers. However implementation did not proceed beyond the
system testing phase, even though some bills were produced by the system.
Two major factors contributed to the failure of this exercise namely:
a. Lack of counterpart staff within the Cross River State Water Board to understudy the
project staff during the implementation process
b. Non-availability of service support for the equipment either in Calabar, the state or the
country.
Second Computerization Effort (1985-1987)
The second attempt was made in 1985 when a Lagos based firm Data Processing Marketing
Services Limited (DPMS) was commissioned to complete the previous work. This time Billings
and Accounts Receivable packages were developed to run on IBM System 3 located at the
Cross River State Ministry of Finance.
Implementation of this project was abandoned in 1987 on the creation of Akwa Ibom State
from the then Cross River State. The subsequent relocation of staff seriously affected the
counter part staff to the project and replacements could not be found within the remaining
Cross River State Water Board staff.
Third Computerization Effort (1993)
In 1993 a German engineering firm came to perform a feasibility study with reference to a
possible German Loan Facility. On completion of their assignment they donated an IBM PS2
Model 50 system complete with design software for retaining structure and water pipelines to
the Water Board. Unfortunately the system was soon out of action and could not be revived
due to lack of service support in Calabar.
Fourth Computerization Effort (1995-1999)
From December 1995 Union Mondiale ORT of London U.K. in conjunction with Consultancy in
Africa Services Limited (CAS) undertook another project. The effort was to provide computer
systems for all the major units with word processing, spreadsheets for general use, as well as
billing, accounting and payroll for the Accounts Department and engineering design, project
management and electronic forms software for the Department of Engineering.
Up to 15 systems were to be supplied with six laser printers, a couple of line printers, UPS’ s
for each unit with surge protection. The systems were to be organized into a central server
located at the project implementation unit and the others networked. Provision was also
made for Cross River State Water Board Limited Zonal offices. First generation Pentiums were
supplied with 16MB of RAM and 4GB hard disks running Windows 95 and Laser jet 5 printers.
Billing Software was developed using Microsoft Visual Fox Pro.
Knowing the pit falls of the previous attempts this time the system implementers undertook to
provide
a. Computer awareness training for the relevant Cross River State Water Board staff.
b. Detailed practical training for Water Board staff selected to be future operators of the
system.
c. Identification of local companies that could supply computer hardware and give full
service support within reasonable timelines.
Up till very recently up to six of these were still in use in the Water Board. The original
organized networked infrastructure had long been discarded.
Last Computerization Attempt (2000)
In 2000 Ideal Concepts a local computer firm was commissioned by the Cross River State
Water Board to provide software for billing. The software which is still in use in the Water
Board was based on Microsoft Access 97’s flat file system. Although this software is still
functional it appears to be on its last legs as it has several limitations including a lack of
capacity to accommodate accounts, no support for metering, no support for auditing and
general unreliability.
Other Initiatives
Beyond these attempts there has been various ad hoc small purchases of information
technology equipment over the years.
2.3 Current State of the Information Technology (IT)
Most of the business processes at the Cross River State Water Board are manual and paperbased. There are just over twenty personal computers desktops and (laptops), deployed in
the Water Board.
Seven of these are first generation Pentium Compaq Desk pro 4000 with 16MB RAM and 4GB
hard disks running Windows 95. There are also of more recent Pentium IV IBM compatible
computers. The Computers are protected by old APC 650 backup UPS’s and 2000 watt
stabilizers most of which are not in working condition. 5 of the systems were supplied with HP
LaserJet 5 printers. The Managing Director’s secretary’s machine had a more recent HP
personal laser. The computers are used primarily for word processing. There were also two
old copiers, one of which is faulty.
There is no coherent information system, no centralized information management or
coordination. No information security, no disaster recovery, no officer in charge of
Information technology, no messaging infrastructure, very little staff information technology
capacity, no formal maintenance arrangement with any private enterprise and no data
communications system.
Prior to the receipt of World Bank funds (two notebooks and some networking infrastructure)
as well as basic Internet service had been provided by local IT firm located at Marian Road,
Calabar. Also the chairman, the Managing director and his secretary were connected in a
wired local area network (LAN), for the purpose of connection to the Internet. They were also
connected wirelessly along with some members of the project implementation unit. However
neither the Internet connectivity nor the wireless local network was functioning reliably.
There appears to be no specific funding allocations for information technology acquisitions in
the Cross River State Water Board annual budget and all such purchases are initiated on an
ad hoc basis.
The operations department (alongside the older systems) does have some decent information
infrastructure introduced and operated by the private sector partners including more recent
Pentium IV systems, office jets, printers and the inherited Microsoft Access 97 based billing
software which is used to monitor client accounts. There is also an in house IT consultant but
no network infrastructure.
By the time of submission of this report some changes had been introduced due to the first
phase of recent shopping purchases and the setup of a functional wireless Internet
connection and a wireless network supply carried out by a local Internet Service Provider.
Computer Literacy
Computers are used fairly well in the Cross River State Water Board by some of the most
senior officials including the principal officers in the project implementation unit, especially the
procurement specialist who is a more advanced user. Generally secretaries are attached to
the heads of department and process most documentation and communication for their
bosses, many of which do not work directly with computer systems. Users generally have a
working knowledge in the use of the mouse, Windows personal computer operating systems,
Microsoft Word and to some extent Microsoft Excel. Some of them have limited experience in
the use of a scanner or the Internet. Secretaries who have been in the Water Board for more
than six years benefited from a formal training during one of the computerization efforts.
Power and Environmental Issues;
Information Technology equipment is dependent on good power supply to function reliably.
This is especially so in Nigeria where we have a single public sector power utility company
that offers the level of services provided by the Power Holding Company of Nigeria with its
regular sudden black outs, brown outs, surges, spikes, high and low currents etc. There
continue to be situations for which equipment installed are soon damaged and in need of
replacement soon after installation. For these reasons it is important to understand the power
supply issues in each location and how they can affect equipment installed there.
Investigations reveal that the premises of the Water Board are as susceptible as any other to
PHCN’s unstable services. Power for office productivity is extremely dependent on electric
power generators as it is common for there to be black outs for the duration of a working
day.
There are up to four power generating sets, three 450 KW capacity generators, which
consume up to 75 litres of diesel an hour and a 100 KW unit that consumes 17 litres of diesel
per hour. All the generators are in good working condition and are well maintained.
From investigations and experiences at the Cross River State Water Board, I recommend that
all equipment be protected by a surge protector, stabilizer and UPS’s. I also recommend that
the buildings to house equipment to be checked for earthing (grounding) and lightening
protection.
Due to the reliance on the generators, I recommend that inverter battery back up systems
with at least 12 hours backup time be utilised to keep Servers, VSAT, and essential network
equipment powered and operational round the clock.
Other recommendations are that all power cables used should be cables with three pin male
connectors that provide for earthing. All equipment should be insured against fire, lightening,
theft, accidents and power issues and maintained in dry, de-humidifying air conditioned
environments. Fire extinguishers should be regularly maintained to ensure their proper
function.
2.4 Information Technology Needs as Stated by the Cross River
State Water Board Officials
All Cross River State Water Board Limited, Project Implementation Unit and Private Partner
(Operations Department) officials, both operational and administrative agree that the agency
has fallen behind and is in dire need of modern information technologies. In summary, the
‘wish list’ includes 30-40 computer workstations, connected into a local area network (LAN),
with high-speed dedicated access to the Internet for business communications purposes (e.g.,
email), document management and a Web site for public relations. There is also an urgent
need for an ERP software package to handle billing, accounts and automate the operations of
the agency. Other needs include technical software for civil engineers, project management,
technical design and technical illustration. All officials reiterated the need for massive
computer literacy training program for employees, as a pre-requisite for effective use of
computer technologies.
III. Summary of Findings
3.1 Key Findings
The single most important finding is that the Cross River State Water Board Limited does not
presently have the equipment or technical manpower capacity to support the Second National
Urban Water Sector Reform Project especially when the goal of improving efficiency to reduce
costs is considered. Resolving the problems of accurate metering and reliable / timely billing
also promises the biggest benefit, in terms of provision, development and sustainability of the
service and facilitating economic growth, stability and long term viability of the organization
and indeed the people of the state.
When the components of the program which include

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rehabilitation and network expansion;
Public-Private Partnership development
service sustainability , and
institutional development and policy reform
are considered there is no doubt that the challenge that exists is beyond just installing an
automated system. The challenge must be addressed from both the technical, information
management side and the organizational business process reform side. There is a need to
ensure that the opportunities for change that automating the system would bring are
embraced and utilized to ensure that the business processes and operational efficiency of the
Water Board move beyond that of a Nigerian public sector parastatal into a 21st century
technology driven business organization.. However, the primary focus of my study remains on
the technical side. In this respect, my conclusion is: the Cross River State Water Board
Limited is in dire need of automation.
3.2. Policy Goals & Objectives
The goal for the computerization of the Cross River State Water Board is to enable the
organization better fulfil the mission of the Second National Urban Sector Water Reform
project, namely to


increase access to piped water networks in four cities in Cross River State;
and improve efficiency in order to reduce the cost of urban water utilities in Cross
River.
In the process of accomplishing the policy goal, the contemplated IT initiative should achieve
the following key objectives:

Improve efficiency of operational and administrative activities, expedite all operations
and services;

Improve transparency and communication of the Water Board to the public as a result
of better account information, accurate metering, billing, improve access to water
supply and strengthen accountability of the Cross River State Water Board employees,
by raising competency level, and consolidating knowledge management

Strengthen the independence and economic viability of the organisation due to more
efficient operations and through reduction of operating costs and generation of new
revenues.
3.3 System’s Scope
The proposed system will not cover the entire range of business process within the Cross
River State Water Board. The system scope will include primarily business processes that
facilitate the goals of the project and will provide automation for the key actors on the
project.

Provide equipment and communications infrastructure for the key units of the Water
Board, especially those directly involved in the project namely the operations
department and project implementation unit. Each department is likely to have a least
one system in order to be reached on the internal messaging system and be
empowered to communicate externally.

Build the equipment infrastructure and network connectivity to help link all units
wirelessly in the premises of the Cross River State Water Board into a local area
network (LAN) and interface them with the world via a secure Internet connection.
This includes the remote buildings such as production and the stores

Implement a software solution that would create a comprehensive information
management framework for automated account tracking, management, invoicing and
reporting

Providing user training, technical support, technical documentation, system
maintenance, vendor maintenance relationships and support policies and procedures
for the lifetime of the project, as well as facilitating transition of support and
maintenance functions to a permanent help desk within Cross River State Water Board
Limited.

Provide centralised secure domain network organisation, file management, internal
portal framework, remote access and fax access
The system will not provide computer systems in every office or unrestricted Internet access
for all staff.
3.4 IT System: Key Functional Requirements
The key functional requirements of an IT system for Cross River State Water Board Limited
are enumerated below;
 Enterprise level software (system) for tracking its accounts, billing and managing its
operations.

Current and functional computer systems with other relevant peripheral equipment and
accessories, printers, scanners, copiers, to empower office productivity

A well organised local area network that will foster information and resource sharing,
team work and collaboration with a centralised infrastructure to support the ERP
software and its software infrastructure
Technical equipment and software such as plotters, large format copiers, digital
cameras, design, and project management that would be empower productivity in the
office and in the field
Intensive IT training in general office productivity software for the of staff
A set up for management and support of the IT system and users
A website as an interface for communication with the customers and public
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An office communications system that provides internal and external messaging,
faxing, remote access and mobile access to information.
IV. Conclusions and Recommendations
4.1 Proposal
To ensure realization of project goals and build productive capacity into the Water Board
there is a need to:
 Provide computer equipment, network, internal and external messaging and secure
Internet connectivity to enable the Water Board carry out its documentation, data
processing and communication providing the framework for office productivity in the
organisation.

Provide robust enterprise billing and management software to enable the Water Board
manage accounts and automate its operations.

Provide user training, technical support and system maintenance for the lifetime of the
project and facilitating transition of support and maintenance functions to a
permanent help desk within the Water Board.

Provide specialised technical equipment and software that would be useful in the field
and in the office such as a wide format plotter, a wide format copier, technical design
software, GIS software and project management software.
4.2. Expected Deliverables
The project is expected to bring about outputs (deliverables), as follows:

Workstations (desktops and notebooks) linked into a secure domain based centrally
administered Windows based wireless local area network that provides the
infrastructure for communication within the premises of the Corporate Headquarters.
This includes the main administrative block and the other buildings within the
premises including the Treatment Plant and Stores. Access to resources on this
network would require authentication and authorization. This LAN would be interfaced
securely with a VSAT Internet connection with sufficient bandwidth to ensure effective
communications and research.

Microsoft Navision ERP software that would provide the software platform for
managing (eventually) more than 100,000 client accounts and integrate Financial
Management, Sales, Billing and Receivables Management, Purchasing and Cash
Management. This system would support automated reading of meters and would
include the ability to create desired reports.

An effective messaging and collaboration system that enables effective data
communication and reporting paperlessly within and across the various units of the
enterprise and speedy communication with the world via the VSAT Internet link.
External communication would be facilitated by a website. From which external email
would be received and which would be used as the interface of the Water Board to the
world and which would be used to publish information for public benefit. The website
may be later upgraded to a portal that would allow clients to login and access their
bills and account history. Email may also be used as an affordable means of
disseminating bills.

Technical software to facilitate and support such applications as Computer Aided
Design, Geographical Information Systems (GIS), Project Management etc.

Other hardware that would support applications, productivity and aid technical
capacity such as servers, printers, an A0 plotter for hard output of technical diagrams,
A high capacity line printer for bill printing, digital cameras, a projector and screen for
training/presentations etc

Establishment of network administration, technical support and maintenance units
(help desks) with one staff from the consultant and at least two supporting full-time
employees of the Water Board who would be trained to take over the unit. With
documentation of procedures for preventive maintenance, repairs, and spares
ordering.

Training in computer fundamentals and Microsoft Office skills for 30+ Water Board
staff, as well as advanced technical software training in Computer Aided Design,
Project Management and GIS software for selected personnel. Help desk support and
Network Administration training for at least two Water Board personnel that would
take over administration of the system after contract expiration.

Technical documentation that includes system overview for non-technical professionals
(white paper), administrator’s guide for the information technology (IT) specialists
engaged in the system administration, maintenance and troubleshooting, user manual
and online tutorial for employees in the use of management system
4.3 Project Assignments
There are nine basic activities to the assignment. These are:
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Mobilization: At this stage the Client and Consultant meet and the commissioning
takes place with the establishment of an IT project office. An inception assessment
report is submitted at this stage with the description of clear project objectives after
the performance of stakeholder consultation, assessment, review, risk identification
and plan for risk management.
Solution Design: This entails system analysis, design and submission of detailed
project plans, budgets, and, training requirements and equipment technical
specifications.
Help Desk Setup: This entails the setup of a unit that will support the entire project
implementation process, and handle system network administration, resolution of
issues and documentation of care of all IT equipment under the project.
Tendering: This entails the implementation of purchasing and installation of systems
through RFP’s tendering or/and shopping in strict adherence to World Bank Guidelines:
The tender documents including detailed technical specifications, RFP documents etc
are drawn up. Activities will culminate in the award of contracts to successful
contractors.
Supervision of Supply and Installation of Equipment and System: As hardware,
software and data communication equipment are supplied and installed, it is important
that they are verified to meet defined standards and there is proper testing,
documentation and in some cases training before the supply / installation is approved.
Training of Staff of the Water Board: This entails training of all identified current and if
possible users of the system in the various aspects of system use. It includes
fundamental computer training for beginners, training in the use of office productivity

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DTP applications, training in messaging, collaboration and Internet research. Training
in use of the ERP Financial Management (Billing) application and training in the use of
various equipment and implementation of network acceptable use policy.
Training of Water Board Help Desk Staff: This entails technical training of at least two
permanent staff of the Water Board who are to take over administration and
management of the system at the conclusion of the project. It may involve
recruitment as staff to be trained must be core IT professionals.
Documentation, Monitoring and Reporting: Reporting is an integral activity at every
stage of the project process. At inception an inception/assessment report is presented
to Cross River State Water Board Limited, soon after this detailed documentation of
the entire project plan (with performance measurement indices), budgets, technical
specifications, training documentation are presented. After which monthly monitoring
evaluations and reports are presented after stakeholder consultations. At the
conclusion of all work and acceptance testing, check list of all tests and the Technical
White Paper documentation of the project would form the submission of final reports
and facilitate system handover.
Acceptance Testing, System Handover, Submission of Final Documentation & Closure:
Acceptance testing is to be done and documented at each stage of the supply and
installation of components of the system. At each stage reports of this testing would
be turned over to the Project Implementation Unit for approval. At the conclusion of
final activities, final reports would be turned in, all transactions and accounts would be
reconciled, any outstanding transaction or technical documentation would be handed
over to appropriate authorities a post project evaluation meeting would be held to
formalize the closure process, to announce closure to document that all the project
objectives have been met and to evaluate the success of the project.
4.4. Availability of Local IT Vendors & Expertise
A major pitfall of the previous automation efforts was the lack of local IT expertise and spares
to provide maintenance and sustainability for the system after installation. Cross River State
and Calabar has lagged behind the major commercial centers of the country in the level of IT
support availability. While the level of support and expertise is still far behind the bigger more
commercial cities in the country, support is far better now than it was five, ten and fifteen
years ago.
The seriousness of the present State Government has meant that Calabar is a much more
commercially viable business metropolis than it was before 1999. Also the Government has
involved itself in various automation initiatives all of which has meant that more computer
shops with equipment, spares, consumables, accessories and expertise have opened up in
Calabar.
Admittedly these “computer shops” are limited in offering professional management and
expertise when compared to what is available in larger commercial cities, and the largest and
best run information technology firms in the country are yet to establish branches in Calabar,
but the situation is still a major improvement from what obtained previously..
All this means that services and equipment can either be purchased from a local vendor in
Calabar (preferably) or from any of the other major information technology centers in the
country such as Lagos, Port Harcourt or Abuja which are one hour away by air from Calabar.
Also equipment purchased from the vendors would have first line diagnosis and repair carried
out by the proposed help desk of the Water Board. If the problem is deemed beyond them, it
would be referred to either a local repair shop (if the problem is regarded within their
expertise) or to the service centre of the major equipment vendors in Port Harcourt about
three hundred kilometres away.
4.5 Timeframe
It is estimated that the time frame for the implementation of this project will not exceed 9
(nine) months from the date the funding is made available.
4.6 Outline of Reports to be submitted during the Project
Inception Report:
This is the initial report and is essentially an assessment study report, it researches into
various details of the information technology history of the organization, identifies the need
and problems likely to be encountered in the exercise and provides a basis for solving the
problems. It gives outline specifications of a proposal for the system.
Detailed System Design & Project Management Plan
This is a document that details the technical specifications for the system in detail and
outlines the plan to be followed in implementation. Included would be various objectives and
milestones to be approved and followed to conclusion of the project.
Tender Documents
These include technical specifications, quantities, bid and evaluation documents that are to be
agreed on and used in the bid and evaluation process.
Monthly Project Updates
These are reports that would be released monthly from after the inception report. The
purpose is simply to evaluate and report on project progress against agreed on milestones
and timelines.
Training Documents
These include proposals, manuals and reports that are to be used at different stages to
facilitate the training process.
Technical Documents
These include various (help desk, system, manuals, network diagrams, system specifications,
white papers and policies that are submitted alongside the final report at the conclusion of the
project.
Final Report
This is the final document that is to be submitted at the conclusion of the project that details
the experience and documents the project.
Appendices
Appendix I: Recommended System Configuration
Network protocol:
TCP/IP
Server Hardware:
Four Intel Xeon servers, processor 3Ghz or higher, 2GB RAM / 80GB120GB HDD (Domain Management, Application, Technical)
Workstation Hardware:
35 computer workstations (35 desktops including thin clients,, 5
notebooks) Intel P4 3GHz or higher, 512MB RAM / 80MB HDD, 15”
Flat Screen LCD.
Operating Systems:
Microsoft Windows 2003 Standard Server SP1 (server), Windows XP Pro
SP2 (workstations)
Database:
Microsoft SQL Server 2005
Mail Server:
Microsoft Exchange 2003
Web Cache & Firewall
Microsoft ISA Server 2003
Anti Virus:
Symantec Antivirus Enterprise Edition 10.0
Disaster Recovery:
Removable Hard Disk Disaster Recovery System 35/90GB
Native/Uncompressed with auto backup software.
Office Applications:
MS Office System 2003 OEM edition
Security:
Hardware Firewall with enabled Content Filtering.
Power Backup:
Trace 2.4Kw Battery Backup System with 12 hour backup
VSAT Internet Connection:
C Band 2.4m Antenna, 5 Watt BUC, 128kbps Rx/64kbps Tx
SCPS/SCPC
Wireless LAN Connection:
IEEE 802.11g 54/108mbs
Power Protection:
Surge Protection, Stabilizers, UPS Battery Backup
Appendix II: High Level Network Diagram