47555 World Bank Safety Nets Primer Notes 2008 No. 28 Management Information Systems in Social Safety Net Programs: ALookatAccountabilityandControlMechanisms The paper aims to provide practitioners working on Social MIS for Safety Net Programs: An Integrated Safety Net (SSN) projects with practical ways to use Framework information management practices to mitigate A review of CCT programs indicates that MIS risk accountability and control risks. The paper outlines a mitigation strategies are often implemented outside of Management Information System (MIS) framework for a comprehensive strategy, resulting in ad hoc decision SSN projects, as well as identifying risk mitigation making, rework and increased costs. An integrated strategies to be considered in MIS design and evaluation. MIS framework can help support information flows The analysis draws on several Conditional Cash Transfer thereby ensuring the timeliness, accuracy and relevance (CCT) programs in Latin America that incorporate of interventions. Figure 1 illustrates the four main industry standards and information management practices components of the MIS and how they fit into the flow for both automated and paper-based projects. of information between program processes, providers and consumers of SSN programs. The four MIS Accountability and Controls in SSN: An MIS components include governance and organizational Perspective structure, information management, application The size, visibility, and risks of error, fraud and corruption management and infrastructure. require a disciplined and systematic approach to risk management in SSN programs. A MIS is a management The implementation of an MIS also involves substantial tool that can provide programs with the accountability challenges and risks, which should be properly and controls processes required to mitigate operational evaluated. Most MIS systems fail because of business risks. Effective MIS risk mitigation strategies should be reasons,includinglackofsponsorship,poorgovernance, considered throughout key stages in the design and deficient organization structure, and undefined roles not implementation processes of safety nets, as highlighted because of poor technological systems. Consequently, in Table 1. the paper recommends a top down approach for evaluations, starting from the business environment to ensure that infrastructures and technologies are aligned Table 1: MIS Risk Mitigation Strategies SSN Process Examples of Risks Examples MIS Functions Beneficiary identification Inclusion error, exclusion error Data quality, security, records management Monitoring of co- Unwarranted penalization, Wrong Data governance, quality, Database responsibilities (CCTs) payments, Poor impact evaluations management and architecture Payments and benefits Irregularities, interruptions. Data and systems availability management Institutional Arrangement Coordination, enforcement, funding Data governance, organizational structure Beneficiary registration Service interruption, Misuse of information Disaster recovery, Security management Complaints resolution Program abuse, credibility, poor learning Records management , Process monitoring and appeals Monitoring & Evaluation Poor decisions, Political economy risks Data quality/integrity, records ColinAndrews prepared this note based on Baldeon C. and M.Arribas-Banos (2008). Management Information Systems in Social Safety Net Programs: A Look at Accountability and Control Mechanisms. Social Protection Discussion Paper No. 0819, The World Bank Figure 1: MIS in SSN's --A Framework Information Providers and Consumers Potential Government Service Financial Civil Beneficiaries Institutions (Ministries) Providers Institutions Society swolf Program Process noita Beneficiary Id. Registry Conditions Payment Control mrof Targeting Database Collection Eligibility Grievances In Registration Validation Verification Payment Processes Graduation Updates Penalization Reconciliation Impact Governance and organizational structure Information Management S MI stnenop Application Management m Infrastructure Co with the operational processes of Safety Nets programs. if this exercise is done after major technical decisions The rationale and key issues associated with each of have already been implemented, necessary the components are illustrated in Table 2. improvements might be extremely costly. Evaluation and improvement of current systems Final considerations Three distinct steps should be followed to ensure that The design and effectiveness of an MIS will need to effective evaluation processes result in the realignment consider a number of external factors. This includes and expansion of management information systems. country context, program maturity and feedback, the First, diagnostic testing should be undertaken to ensure use of paper versus electronic recordkeeping, the stock-taking of the current state of the MIS and interaction with complementary systems, procurement information management practices. Second, an MIS requirements, economies of scale and knowledge strategy should be developed according to program's sharing. objectives. Finally, an action plan must be developed to implement the improvements of the system. Of course, Table 2: MIS Components and Key Evaluation Issues Rationale Key Evaluation Issues Governance Provides a business environment. Institutional arrangements, government and service Structure provider agreements, roles and responsibilities, governance, external expertise. Information Ensures program quality and Data cross checks, information traceability, data Management security collection at local level, benefit payment and reconciliation, information security and access, operation oversight Application Prevents vulnerability in day-to- Development process, quality assurance, change Management day operations management, confirmation and release management Infrastructure Appropriate operating equipment Hardware capacity and planning, software updates and maintenance, secure hardware and software, disaster recovery and planning.