Interviews

Introduction

Records Management is the systematic control of all records from their creation or receipt, through their processing, distribution, organization, storage and retrieval to their ultimate disposition. Because information is such an important resource to organization, the records management function also includes information management. Therefore, records management is also known as Records and Information Management or RIM (Magnus, 2006).

Records management may also be used to define as the way official records (correspondence files, information) are organized in such a way that they have a meaning, and can be used continuously by the users such as managers, records professionals, educational institutions,

Importance of Records Management in Government Agencies

Establishing a records management programme, in government agencies for example, the Meteorological Department may result in both immediate and long-term importance to the department. Below are stated some of the importance of records management in the government agencies, civil service, companies and businesses as a whole:

• Records management reduces lost or misplaced records. Because the human element is always with us, even the best system in the world will occasionally have misplaced records. But properly designed document management systems can gradually reduce misfiles. Most often misfiled records can cost the clerical staff a huge wastage of time in searching for records;

• Records management act as evidence in the time of dispute. It is important for the settlement of dispute because it can be shown as proof in court;

• It helps in evaluating progress of organization. It helps in the preservation of history of the organization. The past records shows direction to organization. It helps in finding out the weaknesses and strength of organization. Records management gives the account of progress and direction in which organization is giving on;

• Records management is the memory of business. It is useful for future decision making process. The study of past records shows direction for future. It supplies information to organization whenever it is needed therefore, it helps in taking decision;

• Records management helps to evaluate business progress and performance. It helps in comparison between one period of time and another or between sometime of businesses;

• Records management helps in management and control of important records. It helps to protect necessary records with care and disposes useless records;
• To minimize litigation risks. Organization implement records management programmes in order to reduce the risks associated with litigation and potential penalties. This can be equally true in government agencies. A consistency applied records management programme can reduce the liabilities associated with document disposal by providing for their systematic, routine disposal in a normal course of business;

• It increases accountability. A records management will put in place a system for tracking actions on each record, therefore increasing accountability and providing access reports; and

• To improve working environment. Implementing records management programme improves the working environment through the organization of records and storage offsite. Organized working environment can then improve the perception of the business by clients and potential employees. New employees are also easily trained to manage the company’s records when an efficient records management programme is in place (Jackson, 2008).

The Historical Background of the Meteorological Department Sierra Leone

Sierra Leone was the headquarter (HQ) of the West African Meteorological services which was established in 1923.Meterological services were provided for four West African countries namely Sierra Leone, Ghana, Nigeria and The Gambia respectively. The Sierra Leone Meteorological department is an offshoot of the British West African Meteorological services founded on the 27th April 1961. Since the establishment, the department has been governed by series of directors and the presently director is Alpha Bockari who has served in this capacity from 2012-to date. The headquarter is located at F18 Charlotte street Freetown.

The Meteorological Department exist to provide cost effective weather and climate services by collecting, processing, archiving and disseminating meteorological and climatological information and services to support end user contributing to the management of Sierra Leone’s economy with special regard to protection of lives and property and safeguarding of the environment and recovering the costs of the services so rendered so that it expenditure will not exceed it income.

As a department under the ministry of Transport and Aviation, they are charged with the following mandates /responsibilities:

• Safety and well being of citizen and their protection against severe weather situation and devastation from natural disasters;

• Provision of reliable climate data to facilitates project design for agricultural planning and implement, water supply systems, infrastructure, and tourism;

• Contributing to the socio- economic (including providing end user services for agricultural activities, marine) development of the country;

• Carryout weather and climate related activities e.g. Clean Development Mechanism (CDM), Climate Change Services (CCS), Reduction of Emission from Deforestation and Degradation (REDD), and National Communication (NCS) (Meteorological Department, 2014).

Objectives of the Meteorological Department Sierra Leone

The overarching objective of the Meteorological Department established as the sole authority, which issues weather and climatological warnings and services are, to:

• Forecast, plan and deliver meteorological and climatological services which meet national socio- economic development needs.

• Collect, process, store and disseminate meteorological and climatological information both nationally and internationally in accordance with rules and practices and procedures established under the WMO Convention of the International Civil Aviation Organization (ICAO), International Maritime Organization (IMO), etc and other relevant conventions of the United Nations systems such as the Frame work Convention on Climate Change (UNFCC), and Convention to Combat Desertification, Drought etc.

• Provide a range of customer/ sector specific operational meteorological services to such major sub sector as those for aviation, water resources, agriculture, defense, marine, tourism, sports and recreation, and construction;

• Provides advice on meteorological and climatological matters to the national community and other governmental and non- governmental agencies.

• Develop adequate manpower to enhance functional effectiveness and efficiency of agencies.

• Reduce its reliance on the national budget and generate its own revenue by charging for services rendered to other clients;

• Arrange for and manage surface and upper air observation networks and accurately and effectively record the weather and climate condition for Sierra Leone’s economic development;

• Provides meteorological services for search and rescue operations during disaster and relief operations as well as during national emergencies; and

• Participate on behalf of Sierra Leone in the activities of relevance international organizations to which its belongs, in particular the World Meteorological Organization (WMO), International Civil Aviation Organization (ICAO), World Weather Watch (WWW), Global Climate Observing System (GCOS), Global Atmospheric Watch (GAW), Inter- Governmental Panel on Climate Change (IPCC), African Centre of Meteorological Applications for Developments (ACMAD), United Nation Environment Programme (UNEP) etc role in all climate change activities of the country (Meteorological Department, 2014).

Methods of Managing Records at the Meteorological Department

Records keeping are of great importance to any institution. One of the most crucial decision managers, directors or heads of organization have to make is to choose the suitable methods of managing their organization’s records. There of two methods that is significantly used. These include centralized and decentralized methods of managing records.

Centralized Methods

A Centralized method of managing records is the one in which all physical documents are located in one central location or office. The location is controlled by the records management office staff. The number of employees in the records department will depend on the size of the organization. In a centralized method, end users have the comfort of knowing all physical documents relating to a particular case are held in the same location. If for instance, end user needs to reference a file he/she would be required to contact the records office staff. The file would then be checked out to the end user. A complete claim of custody of file is captured, so the location of file is known at all times.

A centralized method has a heightened level of security. For example, the entrance is locked so only the records staff has access to the files in the records office. This process yields much more control over physical document than the decentralized methods. For efficiency of purpose, uniform office procedures are documented and circulated to all end user. These procedures address topics such as hours or operation, file request and delivery times.

Decentralized Method

A Decentralized method is one in which the physical documents are located across the entire office. This may mean they can be found in every staff offices or other work room space. Unlike centralized methods, where the files are controlled exclusively by the records office. A decentralized method is controlled by the staff that created the file. The physical files are stored at the employee’s desk not in a centralized location for all to access. Thus, the method would not require a full time record staff.

Employees would have access to their files at all times and would be responsible for maintaining accuracy. The decentralized method of managing records has its demerits. For instance, suppose group of employees are working on the same case at the same time suddenly, the employee who is responsible for maintaining the file is absent. The rest of the group may have trouble in locating the file if the organization does not have claim of custody procedure in place. Along the same lines, a decentralized method of managing records will have little or no security over files. This can prove problematic especially if an organization handles high sensitive cases.

However, in the meteorological department, a centralized method of managing the department’s records is adopted. That is to say, both physical and electronic or other records are centrally managed by the department’s office clerk. Although, there are challenges with regards to the keeping and managing of records, nevertheless the method is well utilized. (Meteorological Department, 2014).

Types of Records generated by Meteorological Department

The records generated by the meteorological department office plays a vital role in managing the operations of the department. The department documents past activities, phenomenon and events that serves the basis for further actions. The records are both manual and electronic in nature. Examples of manual records include:

• Office administrative records;
• Human resource records;
• Financial/ fiscal records;
• Meteorological data/ records;
• Material records;
• Public information records;
• Conference/seminar service records; and
• General programs.

Electronic Records: These electronic or machine readable records are data in a form that can be read and processed by a computer and that satisfies the legal definition of a record. At the Meteorological Department in Sierra Leone these are records relating to divisions and out stations in the department and these include:
• Electronic mail and messages;
• Electronic spreadsheet;
• Primary data files and data bases;
• Machines readable indexes; and
• Word processing files.

Users of the Records at the Meteorological Department in Sierra Leone

The users of the Meteorological Department records in Sierra Leone include:
• Administrative personnel;
• Research/ external users;
• Human Resource Management Office (HRMO);
• Government ministries and agencies;
• International organizations e.g. United Nations Development Programme (UNDP), World Meteorological Organization (WMO); and
• Clients to which Meteorological Department information is given. For example, the media in Sierra Leone such as: Sierra Leone Broadcasting Corporation (SLBC), African Young Voices (AYV), and Star Television).

Filing System at the Meteorological Department in Sierra Leone

Filing System in Records Management is the process of classifying, arranging, sorting and storing records so they may be easily located and retrieved when needed. It is the classification and control of basic file groups, material collection procedures, file preparation, sorting, indexing, maintenance and cross referencing. A well defined and maintained filing system allows vital information to be accessed quickly and saves company money by saving time. Business, schools, government agencies and even every day, people use filing systems to keep their affairs organized. Thus, the following various types of filing systems may enable agency to carry out proper filing system efficiently.

Alphabetical Filing System

In the alphabetical filing system, records are arranged according to name that is from A-Z either the name of a person, company or subject in accordance with the letters of the alphabet. There are two methods involve in alphabetical filing system.The topical alphabetic filing system, also known as a dictionary system. In this system files, individual record are in alphabetical order. This filing system works well when storing a small number of records. It proves to be problematic when individual has a lot of client sharing the same name.The other method is the geographical filing system; also know as encyclopedia or classification system. This system is used to organize larger volume of records. It groups subject together under broad categories based on a location such as a city, country or state. The categories and the files within each category are arranged alphabetically.

Numerical Filing System

In the numeric filing system, numbers are assigned to each file and arranged the numbers in segmented order. Files of people with the same name won’t have duplicate headings as with the alphabetical system. This system also offers better filing confidentiality since names are displayed in the files and work well when handing a large volume of files.

Terminal Filing System

In the terminal digit filing system also, numbers of assigned files are in sequential order but filed according to the last two digits. For example. If an individual is filing number 18547; first the individual go to 47 section of the filing system then look for the 85 area of the section and finally look for the number one (1).

Alphanumeric Filing System

The alphanumeric filing system, both letters and numbers are used to organized files. For example, two letters are used to signify the client files in, followed by a number to denote his account number.

The meteorological department filing system, have adopted the alphanumeric filing system. In that record, they use the end-tab folder and pockets that simply stand on shelves and filing cabinets. No hanging pocks with a use of office space. The meteorological department has some challenges but the filing system is organized and use efficiently.

Records Storage Systems

Record should be kept in good order, in a secure location. Those containing confidential or personal data such as staff files must be stored in lockable units and should not be left on desks overnight or view of visitors. Only records which are required frequently should be stored in the office. Those which need to be retained for legal or other reasons should be stored offsite with the records office offsite, while those which have outlived their usefulness should be destroyed. However, records which are less than one year will not be stored offsite.

Storage systems used in records office most provide appropriate protection for records based on format and volume of records, how frequently they are used, how quickly they need to be accessed and security requirement. The main types of records storage systems used include:

Vertical Filing Cabinets

These are adequate for small filing systems, but are less suitable for large runs of records and records that require frequent access. Access is slow, since drawers have to be opened, and these can significant impact where there is a high volume of records activity. The cabinets require large amount of space and drawer space is often not use to full capacity.

Book Shelves

These are suitable for books or files that are stored upright, such as box files and lever arch files.

Lateral Filing Units

These have long drawer for storing files laterally and use space more efficiently than their vertical counterparts. Alternatively, static unit without drawer can be use, where files are stored in hanging pocket or cradles. Where prompt filing and retrieval are required open unit will be the most efficient. If file access is to be restricted, units with lockable doors or shutters can be used.

Mobile Shelving

This may be suitable where a large volume of records need to be stored near at hand, as it reduces the number of access aisles require. It is the most expensive type of shelving, and is very heavy. The floor must have sufficient structural capacity to support these shelves.

Open Shelving System

This usually found in large offices and in central file rooms, it allows

The principle aim of this article is to identify and explore multiple dimensions of project failures during the entire life of project execution. Many projects fail, especially IT projects. The only way that companies can get better at performing projects is by learning from projects they have carried out. There are small things which can decide fate of project. These all in project management practice and research, has been to see it as a threat and as something that should, if possible, be neutralized, reduced and followed.

Introduction

In a perfect world every project would be “on time and within budget.” But reality (especially the proven statistics) tells a very different story. It’s not uncommon for projects to fail. Even if the budget and schedule are met, one must ask -

Question – “Did the project deliver the results and quality we expected?”

Answer to this question could be different in different perspective. There is no single method or organizational structure that can be used to manage projects to success. Project failure can happen in any organization and to any project.

There are many reasons why projects (both simple and complex) fail; the number of reasons can be infinite and can fit into different phase of SDLC (Software Development Life Cycle), initiation through go live. Sometimes it’s out of the control of a project manager and/or the team members. Sometimes failure is controllable. Failed projects and people involved with the failure have some things in common. I have tried to draft few critical and most basic reasons based on my experience for project failure and may differ project to project.

From outside view, it could be that all reason will roll up to project manager’s responsibility and accountability however from my perspective it should be collective responsibility.

Here are the some of the common reasons why project fails – based on my experience.

1. Incompetent Project Manager

First possible cause of project failure is the project manager. A project manager who helps steer the project in a timely fashion and provides sound, inspiring leadership can go a long way toward bringing about a successful project. Reasons like “an incompetent project manager” “project manager unwilling to make decisions,” “project problems ignored”, “poor management by the project leader,” “loss of control by the project manager,” and “the failure of the project manager to delegate”, “working as only as coordinator” are most important reason given for project failure.

2. Less Involvement of Project Managers

This is always a topic of debate for project managers: Should they just focus on pure project management activities such as reporting, cost and issue tracking, or should they also dive into ground-level review and design? There is no correct answer. Even the biggest project depends on the success of the smallest components. Every detail contains a seed that can mean the difference between success and failure. On relatively inexperienced teams, project managers must be involved in the details for key activities. This will help them have better control of the effort as well as provide true status of the project to stakeholders.

3. Unavailability to Skilled Resources

Every project has some resource estimations before starting of the project and even every vendor submits key personnel details and profile as part of bidding process to acquire project. However picture is always opposite once project is awarded. Initial resource estimations and loading sheet handed over to project managers as part of sales hand over process but I have seen that project managers always struggle for right skilled resources hence it is necessary that leadership team should understand criticality and provide planned/skilled resources on time to avoid project delay or failure.

4. Lack of Proper Planning

Project managers should have clear projects outcomes visibility and should involve himself./herself right from sales hand over as this phase is critical for project success. If you don’t have a clear focus at the earliest stage of the process/project, you are making things harder on yourself. This would lead to inappropriate estimations and half cooked planning.

5. Lack of Management Support/Leadership Alignment

It is important to ensure that the senior management remains fully engaged throughout the project life cycle. The involvement e.g. through project update sessions imply that they are willing to take appropriate actions to address issues raised by the project team, mitigate the project risks, provide leadership, thus contributing to the project success.

6. Missing Communication

Communication plan plays very substantial role in project success or failure. Plan should contain stakeholder details I.e name, role, contact no. and email, project team details, escalation matrix and other dependent groups. Information distribution details (stakeholder, information detail, distribution methods, format and frequency) should be clearly defined in plan. To save your project from failure, project manager need to establish a clear communication channel.

Effective communication within any organization is important to keep all your team members on the same page, avoid confusions and keep them motivated. By communicating with your team, project managers can develop an environment of trust, proactively kill conflicts, which would bring the best out of your team and eventually lead to a successful delivery of the project.

7. Ignoring Change Management Process

Take a second before your project starts to undergo significant changes, or even before you look for a technology solution. It’s critical to define your change management process steps. A firm understanding of change management principles will serve as a strong backbone for any change management plan. Change is inevitable, irrespective of the size of your project. Whether good or bad, it must be managed well to ensure the project continues without disruption. Every project must have a change control process, and every change request, however small, must go through it. The change’s impact should be documented, approved and presented to key stakeholders so that everyone understands its effect on quality, cost and schedule. The focal point of any leader tasked with change must be to align their team with the vision. Communication is a crucial component in ensuring every team member is on the same page.

8. No Risk Management Process

Many projects fail because there is no risk management process as an integral part of the project management process. I am not surprised because I have been on many projects where the risk log is created at the start of the project and then quietly parked, never to be seen again. Then guess what – a perfectly predictable situation arises which no one knows how to react to.

It was in the risk log but no risk response was created so the predictable outcome is a less than optimal project. My own feeling based on my experience is that you ignore risk management in a project at your risk.

9. Inadequate Quality Assurance

Now this is where the technicality comes in. Software projects often fail when no quality assurance activities are planned and no systematic activities are performed to evaluate the quality of development process or ultimate deliverables. This is because managers often fail to project appropriate reviews tests or checkpoints where quality can be verified. Code review is part of this (as defined in #20).

10. Missing Project Management Tools/Framework

Successful projects are based on a methodology or framework that includes project management tools. Right approach can help project managers to stay on top of the project and by using some reliable management tools; project managers can enhance the team’s productivity, can increase accuracy and save time by automating activities like task tracking and managing dependencies.

A great number of unsuccessful project results from missing methodology and framework, which leads to inaccuracy and wasted time. There are numerous project management frameworks and methodologies (like Agile, Iterative) and they can support efficient delivery.

11. Company/Project Culture

Company or project culture should not be supported with political environment. It should support competency, skill, professionalism and transparency. If it isn’t, team members will not be motivated to do their best. Basically, everyone involved must be participated in their part of the project to successfully complete it. Any actions which project managers take to move project execution from the political arena into an objective and analytical one will improve the project’s success. This involves managing and retaining the most highly skilled and productive people. Knowledge is money. It is job of project managers to manage and motivate so that project efforts will experience a zone of optimal performance throughout its life.

12. Inappropriate Prioritization

While some work best on a small number of requirements, others are better suited to very complex projects with many decision-makers. But regardless of when it is done, before a requirement can be prioritized, project managers must consider why requirement is most important from a business standpoint and what would be the impact of this on overall system whether new requirement would add value to overall system or it will be overhead. Project managers should lead prioritization exercise along with all relevant stakeholders. There are a number of possible business considerations, including value, cost, risk, and improve customer experience, stakeholder agreement and urgency variables.

13. Inaccurate Stakeholder Analysis

Stakeholder Analysis is the first step and an important process that successful project managers use to win support from others. Managing stakeholders helps them to ensure that their projects succeed where others might fail. There are three steps to follow in Stakeholder Analysis. First, identify who your stakeholders are. Next, work out their power, influence and interest, so that you know who you should focus on. Finally, develop a good understanding of the most important stakeholders based on Power/Interest grid, so that you know how they are likely to respond, and how you can win their support which can lead project success.

14. Use of Unfamiliar Tools

Tools are definitely needed for project execution and success but unfamiliar tools may lead to chances of failure as well. Sometimes, it can cause many severe problems during project life cycle as the team has to deal with the learning curve of new tools along with usual project tasks and duties. Project managers should ensure that tools are not enforced on project team members, just to utilize for fulfillment of audit compliance unless tools adding some productivity and save some efforts.

15. Change – Always saying “Yes’ to the Customer

Many behaviors can cause a project to fail, but accepting whatever the client says is sure to spell project doom. Initially, a stakeholder might appreciate your flexibility – but that will be overshadowed later by the impact of possible schedule slippage and unmet objectives.. Change is a major cause of project failure. Project specifications can be changed for several reasons: initial planning was not complete or thorough; Senior-level management changed the scope of the work; the client (if not upper-level management) changed the scope of the work; this isn’t to say that you should always tell customers “no.” If you do that, they’ll feel their concerns are not being addressed. Before you commit to something, perform due diligence and analyze the pros and cons of your decision.

16. Bonding between Project Team Members

It is the prime responsibility of project managers to unite the team members to achieve a common goal. The stages a team generally goes through are: forming, storming, norming, performing and adjourning. As a project manager, a good understanding of these stages would help in guiding a team from infancy to maturity which creates needed bonding.

Things can easily go from good to bad very quickly if there is no unity between your team members. Consider a scenario in which all team members are moving in different directions. Could you expect a positive result to come out of this situation? There could be many reasons from personality differences to conflicting interests. All of them contribute towards taking you one step closer to project failure.

17. Unrealistic Expectations

At the beginning of a project, it’s important to set realistic expectations for every member or stakeholders who are a part of the project. If the project kicks off without setting goals for individual team members, they are most likely to lose clarity and focus somewhere in the middle. Project managers must have one on one session with individual team members and help them understand their role in the project. If goals are set before the project is in full swing, the members would have a roadmap to follow that prevents them from derailing the project.

18. Talking Through Problems

Condensing bad news internally for long enough will only seed the explosion later on. It’s is fine to do for a limited period, but you will need to take some time to pull it out, examine it, feel it, and study it so you can find a way to re-channel it, or transmute it into another kind of energy. Quite often we face the dilemma of whether or not to deliver bad news to stakeholders. And too often we forget this truth: Clients have a vested interest in the success of the project. They have every right to know any development impacting the outcome of the initiative. You will end up having this heavy thing on your chest that will never move. You will never understand what it is about. The problem is that we believe that sharing problems will make us weak, and that stakeholders will start to judge us for our short-comings. Maybe they do. But stakeholders having higher interest who genuinely care about project and you very well know these people, will come out and help. Sharing helps you feel less burdened, because you now have less things on your mind. This will also allow you more space to put new thoughts, planning things better.

19. Guesstimates – Efforts

A “guess estimate,” also referred to as a “gut feel,” is based on personal intuition and past experience. But even the most strongly held conviction could be faulty. An inaccurate estimate can leave a project team slogging day and night to meet a deadline. The project might finally be delivered on time-but with a huge effort overrun. If time is pressing, use Function Point technique, Function Points are units of measure for functional size as defined within the IFPUG Functional Size Measurement (FSM) Method and it is the major global functional sizing methodology. Project Manager is responsible for accurate and re-estimation post sales hand over. If efforts guesstimated or not correctly estimated with appropriate tool then it definitely impacts one of all three critical project parameters- Cost, Scope, schedule.

20. Avoiding Code Reviews

Assuming that testing will catch bugs or that defects are fixed faster when you know where code is breaking. You’ll only end up increasing the risk of schedule slippage as the inflow of defects rises during testing and the turnaround time for code fixes increases. Code review helps produce a stable, quality deliverable. Its focus is not only to catch code defects but also to look at critical dimensions that may not get caught during testing, such as code optimization and requirement coverage.

21. Skipping Prototyping

Defects can result from a misunderstanding of requirements and a misinterpretation of stated requirements. Even if requirements are well-documented, they must be validated for correct understanding. Only by a visual walkthrough can users spot the differences in what they expect and what’s being built. Feedback must be planned at various stages throughout a project to reduce risks. These feedback loops will help you spot gaps early and provide enough time for correction. A sketch, wireframe, mockup, and prototype are all unique ways to visually display the requirements of your project with varying levels of detail. Understanding that level of polished output each of these present will keep expectations aligned and communication clear between all the stakeholders.

Conclusion

There could be many different, seemingly independent causes of project failure. However, it becomes clear that many of these causes are actually linked to project managers (which may differ project to project) and their way of execution. Past failure should not discourage project managers from future efforts. Past examples of IT project failures gives us the opportunity to point to the relevant lessons that can be derived from recognizing areas where IT projects is more likely to fail.

Changing the project’s scope not only affects cost, but it also affects schedules and resource allocation. One way to overcome to all causes is that the various stakeholders and project team of the project should be included in a very thorough planning process, thereby maximizing the input from the various vested interests and broaden