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CERTIFICATION
The undersigned below certify that they have read and hereby recommend for the
acceptance by Dar es Salaam Institute of Technology a dissertation titled: Integrated
Model for Road Maintenance Management System (RMMS) and Existing
Financial System (Epicor) for Tanzania National Roads Agency (TANROADS), in
fulfillment of the requirement for the degree of Master of Engineering in
Maintenance Management of Dar Es Salaam Institute of Technology.
.
Prof. C.W. Nyahumwa
Supervisor
Date....................................
.
Dr.A. Orbelin
Supervisor
Date....................................
DECLARATION
AND
COPYRIGHT
I, Elisony Edward Mweladzi declare that this thesis is my own original work and
that it has not been presented and will not be presented to any other Institution for a
similar or any other degree award.
Signature......................................................
The dissertation is copyright material protected under the Berne Convection, the
copyright Act 1999 and other international and national enactments, in that behalf, on
the intellectual property. It may not be reproduced by any means, in full or part,
except for short extracts in fair dealings, for research or private study, critical
scholarly review or discourse with an acknowledgment, without the written
permission of the Deputy Principal - Academic, Research and Consultancy, on behalf
of both the Author and Dar es Salaam Institute of Technology.
ii
ACKNOWLEDGEMENT
There are several people whom I am indebted to; those are all who enabled me to
accomplish this enormous and remarkable task in my life time.
Amongst others I am very grateful to my supervisors, Prof. C. W. Nyahumwa, Dr. P.
Mgaya, Dr. A. Orbelin and Dr. Musagasa of Dar es Salaam Institute of Technology
for their tireless help, advice, encouragement and criticism in enabling me to write this
thesis. I sincerely extend my gratitude to all lectures of Dar es Salaam Institute of
Technology and special thanks to RMMS experts namely Eng. Riccardo Carona, Dr.
V. Ndume, Dr. A. Nungu, Mr. C. Rukurugu, Mr. A. Ombeni, Eng. J. Ndyamukama
Mr. Mugisha Stationary and TANROADS RMMS team who dyed-in-the-wool their
precious time for consultation, support and encouragement in guiding and advising me
during my research work as well as my study period.
Correspondingly, I extend my gratitude to all who contributed in one way or another
to the successful completion of this study including my sponsor Mr & Mrs. Sieglind
Sauer of Zorneding Germany, my employer (TANROADS HQ), my Staff members
(TANROADS DSM), my friend Willilo Shedrack and my colleagues with whom we
pursued Masters degree of Engineering in Maintenance Management (MEMM 14) at
Dar es Salaam Institute of Technology (DIT).
Lastly but not least, I express my gratitude to my family distinctively, my lovely wife
Kindness H. M. and my son Derrick Elisony for being very tolerant and
compassionate for the whole time I was dealing with this task.
I could do nothing without you my Almighty God who provided me desire, health,
strength and reinforce my understanding capacity to pursue this thesis.
"Hallowed be thee to you my Almighty God!.
iii
DEDICATION
I dedicate this thesis to Mweladzis family and my late lovely father Edward Luhigilo
Mweladzi who paved a way to my career. May God Rest your Soul in Peace, Ameen!.
iv
ABSTRACT
The transport infrastructure system in Tanzania consists of roads, railway, air, water
and pipeline modes. However, the road sector is the dominant mode of transport in
Tanzania which is managed by TANROADS and PMO LARG. TANROADS
manages maintenance and development of Trunk and Regional road networks in
Tanzania by using Road Maintenance Management System (RMMS). PMO - LARG
manages maintenance and development of Urban, District and Feeder road networks
in Tanzania by using District Road Maintenance Management System (DROMAS).
This research work aimed at developing a model for integration of Road Maintenance
Management System (RMMS) with the existing financial system (Epicor) in
TANROADS. This was achieved after identifying shortcomings of the current RMMS
and evaluating the system components used for integration of RMMS with the
existing financial system (Epicor).
In carrying out this research study, both qualitative and quantitative methods were
used. Basically, the methods used involved structured questionnaires, interview and
reviewing literatures. The primary and secondary data collected were analyzed
through Microsoft excel and a statistical package for social sciences (SPSS) programs.
These enabled to develop a model for Integration of RMMS with the existing financial
system (Epicor) in TANROADS. The developed integrated model was tested and
demonstrated its potentials over the RMMS and the financial system (Epicor) when
operating separately.
The research founded that road maintenance management system in TANROADS is
compromised by problems of delaying of approved payment certificate to contractors,
absence of integration with other systems, missing of checkboxes in the RMMS, the
use of outdated coding system of Vb6 and delay or uneven disbursement of funds for
road maintenance works that greatly affect planning and execution of maintenance
works of roads in the country. The proposed developed model addresses the
aforementioned problems. Hence, it improves the effectiveness of the system by
decreasing human errors and delays in payments to certificates issued by various
contractors, reducing time delays in moving of document from one office to another
and easing tracking on which department the document is stuck. In implementing the
developed model effectively, responsible technical personnel in TANROADS are
notified of new e-documents needing their attention so as to make quick decisions and
grant approvals. Consequently, a payment process takes a much shorter time to
process than before.
This study was limited at developing a model for integration of road maintenance
management system (RMMS) with financial system (Epicor) in TANROADS. As
such similar research is needed to conduct further study to develop an integrated
computerized road maintenance management system for replication to other
construction and maintenance management works in TANROADS. These include
procurements and bridges maintenance systems so as to increase efficiency in
maintenance of road works in the country and eventually reduce amount of paper
work
to
make
the
maintenance
management
system
green.
TABLE OF CONTENTS
Certification .................................................................................................................... i
Declaration and Copyright ............................................................................................. ii
Acknowledgement ........................................................................................................ iii
Dedication ..................................................................................................................... iv
Abstract .......................................................................................................................... v
Table of Contents .......................................................................................................... vi
List of Tables ................................................................................................................ xi
List of Figures .............................................................................................................. xii
List of Abbreviations .................................................................................................. xiii
vii
48
59
77
87
LIST OF TABLES
Table 2.1: Differences between Integrated and non-Integrated system....................... 46
Table 3.1: List of departments involved in questionnaire ........................................... 51
Table 4.1: Response rate of various categories of respondents ................................... 60
Table 4.2: Respondents education level ...................................................................... 61
Table 4.3: Respondents level of experience ............................................................... 62
Table 4.4: Departments responsible for managing road maintenance management
works ......................................................................................................... 63
Table 4.5: Problem of road maintenance management system ................................... 65
xi
LIST OF FIGURES
Figure 2.1:Input Process-Output Integrated conceptual model developed by
Bernardo C, ( 2009). ............................................................................... 39
Figure 4.1: Graph showing respondents level of education ........................................ 62
Figure 4.2: Components used for integration of the maintenance system .................. 68
Figure 4.3: Conceptual Block Model of Integration between RMMS and Epicor
System..................................................................................................... 70
Figure 4.4: RMMS Epicor Database. ....................................................................... 72
Figure 4.5: Flow Diagram Model Developed for RMMS Integration System. .......... 73
Figure 4.6: Typical Connection Diagram .................................................................... 75
Figure 5.1: Log in screen of RMMS - Epicor Integrator ............................................ 83
Figure 5.2: Users Management Section ...................................................................... 84
Figure 5.3: Payment Certification List ........................................................................ 84
Figure 5.4: Awaiting Payment Approval List ............................................................. 85
Figure 5.5: Rejected Payment Certification List ......................................................... 85
Figure 5.6: Approved/Paid Payment List .................................................................... 86
Figure 5.7: Payment Voucher log in Screen ............................................................... 86
xii
LIST OF ABBREVIATIONS
AASHTO
AFCAP
DIT
DRMO
IPC
NAOT
PMO-RALG
RFB
RMMS
TACECA
TANROADS
UML
xiii
CHAPTER ONE
INTRODUCTION
1.1 Background
The transport infrastructure system in Tanzania consists of roads, railway, air, and
water and pipeline modes. However, the road sector is the dominant mode of transport
in Tanzania, where almost everybody uses or is affected by the use of roads. Road
networks facilitate transport services and reduce the costs of travel and time for
nearby places; individual roads enhance accessibility to markets and services. In
recent years, road networks have expanded in the country to carter for freight and
passenger transport which will continue to grow along with motorization.
The total classified national road networks in Tanzania Mainland are estimated to
cover 86,472 km (Road Act 2007). The Ministry of Works, Transport and
Communication through TANROADS is managing the national road networks of
about 33,891 km comprising 12,786 km of trunk out of which 5,130 km are paved and
7,656 km are unpaved, and 21,105 km of Regional roads out of which 840 km are
paved and 20,265 km are unpaved. The remaining network of about 53,460 km of
Urban, District and Feeder Roads is under the responsibility of the Prime Ministers
A road condition survey carried out in November 2014 on roads under jurisdiction of
TANROADS in Dar Es Salaam Region (TANROADS Condition Survey, 2014)
confirmed that only 44 percent of the Dar es Salaam network was in good condition,
21 percent was in fair condition and 35 percent of roads was in poor condition. Large
portion of those roads are unpaved requiring more frequent maintenance to ensure
yearly passability and reduction of travel costs and time used to travel by road users.
Unless the roads are maintained frequently, if not they may deteriorate to an extent
that it may require major rehabilitation which in turn requires heavy financial
investments.
TANROADS uses Road Funds (RF) and Development Funds for maintaining their
road network using their in-house staff members who supervise and approve works
executed by contractors obtained through public procurement guidelines. They use
Management System to improve and maintain the efficiency and reliability of their
roads networks.
Road Maintenance Management System (RMMS) is used to process data and analysis
of budget, analysis of RMMS database homogeneous sections HDM-4, maintenance
plan multi-year and one-year routine maintenance. The RMMS integrates a number of
applications (modules); and is designed to assist in specific decision-making
processes. Some of applications include routine and recurrent maintenance module,
periodic maintenance module, contract monitoring module, budget summaries
module, HDM-4 export module. In order to simplify and increase the efficiency of the
RMMS, it is required to integrate with other systems like financial and procurement
systems.
The currently System Success or Performance is based in the area of processing and
presenting data for planning purposes, operates as database for the roads inventory
and condition surveys, and is used for contract monitoring when issuing Interim
Payment Certificates (IPCs) which are among the components built in. However the
3
RMMS is not extended for use in other operations management such as Finance and
accounting so as to smoothen the maintenance management activities when the
payments of contract are required.
The RMMS does not link or communicate with the existing financial system (Epicor)
as a result, it causes delays in payments to Contractors due to human errors caused by
manual inputs of data, this has led to slow of execution of contracts by contractors due
to a lot of manual work that has to be done during data entry and payments of
certificates from RMMS to Financial System. The current system is also not user
friendly that it is more difficult for users to access features and codes or manipulate
data easily during planning stage, the use of outdated coding system of Vb6 is the
causative of this deficiency.
With proper developed and integrated roads maintenance management system with
the existing financial system (Epicor) in TANROADS, road maintenance projects in
TANROADS could be implemented within time schedule and at acceptable quality
and quantity that fits the road users needs and the costs anticipated unless unforeseen
circumstances arise that cannot be controlled.
This research work is thus aimed at studying shortcomings of the current road
maintenance management system (RMMS), proposing strategies for road maintenance
improvement, and sequentially developing a model for integration of the road
maintenance management system with other systems like Financial System (Epicor).
Such a model will enable efficient functioning of Tanzania National Roads Agency
(TANROADS) in terms of developing a system which tends payments to contractors
4
to be executed within short time hence will help on regular maintenance of roads to
keep them serviceable and to ensure yearly passability as a national assets necessary
for the nations economic development.
However, the Road Maintenance Management System (RMMS) operations which are
currently used in TANROADS are not extended for operations carried by other
management systems. The current system has many shortcomings that hinder efficient
and effective operations of all road maintenance activities. Amongst the drawbacks
are lack of integration with the existing financial system (Epicor), limitations in
running constrained and unconstrained budgets with respect to the released budget, the
use of outdated coding system of Vb6 and absence of checklists which are used as
goals during the planning stage.
As a result, the RMMS is not able in establishing important needs like setting
priorities, regular updating of progress of works, integration with financial and
accounting system, and minimization of human errors made in payments when issuing
5
various certificates. This has led to slow execution of contracts by contractors due to
repetition of manual data entry that has to be done during transferring of data between
RMMS and Epicor. The current system is also not user friendly; in other words, it is
more difficult for users to access features and codes as well as data manipulation
during planning stage.
(c) To develop an integrated model for the road maintenance management system
with the existing financial system to road networks which are under
TANROADS authority.
1.4 Research Questions
In respective of specific objectives, this study had three research questions, namely:
(a) What are limitations hindering the road maintenance management system used
in TANROADS?
(b) What are functional components available in TANROADS maintenance
management system and the financial system (Epicor) which can be
integrated?
(c) What are requirements needed for development of an integrated model for the
RMMS and the financial system (Epicor) for effective and efficient
maintenance management of the road network under TANROADS
jurisdiction?
1.5 Significance of the Study
The significance of this research study is that once the proposed system model for
integration of all road maintenance management system components with the existing
financial system will be implemented or executed, will increase reliability and
understanding in the following areas.
i. System restrictions on organizing effective roads maintenance;
ii. Reliability of information in the form of inventory and condition survey data
on the road network which are used by the system for annual and multiyear
planning and programming of road maintenance program;
iii. Increase maintenance on the national roads basing on the available funds;
7
CHAPTER TWO
LITERATURE REVIEW
2.1 Introduction
This chapter synthesizes studies conducted by various researchers concerning the
concepts of road maintenance management system used by road authorities. The
purpose was to study the fundamentals and basic theories on integrated road
maintenance management system in Tanzania National Roads Agency and other
countries elsewhere through different sources of information international and local,
published and unpublished works.
The chapter is structured as follows: Section 2.2 elaborates on the Overview on Road
Maintenance Management System, Section 2.5 outlines problems of road maintenance
management systems, Section 2.7 discusses types of road maintenance which is
managed by RMMS, Section 2.9 explains principles components of integrated
management systems, Section 2.10 shows main components of financial management
accounting information system (Epicor), and Section 2.11 explains advantages and
limitations of integrated management system.
have increased with the size and economic importance of road systems. As a result,
many road agencies have to resort to the use of road management systems in the
management of their road networks (Kjell, 2011).
The procedures are used by the several managers of the road network to produce
information and evaluate alternative strategies in order to optimize the efficiency of
the provision of new facilities and the maintenance of existing facilities, improving
facilities to required standards according to changing circumstances and demands and
projecting the needs for new facilities, where and when needed. The design of a road
management system is based on the concepts of systems engineering and
management techniques (Sinha et al, 1986).
The essential concept behind the design of the road management system is that of an
integrated, modular, computerized system in which an Information System (Central or
10
Core Database) is linked to and interacts with a number of Decision Support Systems
module that are both providers and recipients of data from the centre (Vincent et al,
1994). Thus, while each system performs a specific useful function within its own
sphere of need, each system should still be seen as part of a larger road management
decision making process.
A study carried out by Kumaraswanmy and Chan (1998) indicated four common
significant factors for both buildings works and civil engineering projects, namely,
poor site management and supervision, low speed of decision making involving all
project team and inadequate contractor experience. Al-Momani (2000) conducted a
survey on 130 public projects and found out that delays occurred in 106 out of 130
surveyed projects due to poor designs, change orders, weather and site condition.
Mbachu, (2007) carried out a study which involved registered members of Chartered
Institute of Building (CIOB) Southern Africa through review two (2) ways for
improving time management of projects. It was found out that poor financial
management and associated cash flow problems by contractors, sub-contractors and
suppliers, frequent changes to the scope of work by clients, inaccurate estimation and
pricing, poor strategic as well as risk management by consultants and
government/statutory controls, chiefly. Rules and regulations that negatively impacted
on construction resources and progress on effective time management.
Roads are of vital importance in order to make a nation grow and develop. Especially
in the third world countries, good maintained roads enhance poverty reduction by
improving access between regional and rural communities and, ultimately, enhancing
socio-economic growth and development. Road networks form vital links between
11
production centers and markets. In addition, its multiple function of providing access
to employment, social, health and education services makes road network crucial in
fighting against poverty by opening up more areas and stimulating economic and
social development. There is a problem, however, which is common throughout the
world, this is the negligence of maintaining our roads (Kumaraswanmy et al, 1998).
Building new roads costs money, but without maintaining the roads properly, they
deteriorate promptly. If nothing is done, roads with a design life of decades can need
replacing or major repair work after just a few years (Kjell et al, 2011).
It is therefore vital that roads are properly managed and monitored by anyone
involved in management so as to preserve the road assets in its originally constructed
condition, protect adjacent resources and user safety and provide efficient and
convenient travel along routes through use of integrated road management from
diverse activities including current and future need for road maintenance given the
limited resources devoted to road maintenance works (Kumaraswanmy et al, 1998).
13
The outcome of pursuing the alternative strategies indicated above, for a given budget
allocation was evaluated in terms of the long-term outcome. That the long term
outcome (At network condition) of second and third strategies is clearly preferable to
the first strategy due to valuable communication tool to convey information to
decision makers. However, the aggregate nature reduces its suitability for use beyond
the network level selection of funding and maintenance strategies.
In terms of average vehicle operating costs over annual excess user costs, the second
and third strategies are again clearly preferable to the first strategy. In this regard, Cox
(1994) has found that, world-wide, there is a growing realization that investment
decisions which have traditionally been based primarily on network needs and
engineering standards in some countries, should be based on total life cycle costs
including, importantly, user and vehicle operating costs.
Again, the preservation of the asset value of a road network can provide a useful basis
for selecting and evaluating alternative investment strategies. These strategies
illustrate quite vividly that it is very important for any road agency to be fully aware
of the long-term consequences of pursuing any particular investment strategy. They
also illustrate detrimental consequences of not obtaining optimal funding for
maintenance of road networks in relation to the strategy being pursued (Haas et al,
1994).
incremental benefit-cost technique. In the analysis, the life-cycle costs and benefits
associated with all the possible strategies on a link are predicted. The benefit can be
defined in monetary terms or in non-monetary terms (Shahin et al, 1985).
15
Given the importance of the road construction sector and the above mentioned
problems, a Performance Audit (PA) study on the management of Road Works has
been conducted by the National Audit Office of Tanzania (NAOT) and come up with
the fact that that poor management of road construction/repair/maintenance project
results into major findings such as inadequate design of road resulting into cost
overruns due to inadequate project management and/or quantities and variation of
price factors. A huge part of the increasing costs was related to miscalculations of
some kind in the design stage (Lema and Ogare, 2008).
Other factors like changed conditions, values and priorities just to mention a few have
also affected road construction/maintenance projects. The audit report concluded that
road works system in Tanzania is not managed efficiently, effectively and timely, they
are not talking with other management system (not linking). Road works project plans
and budgets are often revised, resulting in significant delays and cost overruns, all the
above problems are the consequences of poor road management (Lema and Ogare
2008).
2.5 Causes of Poor Performance of Different Projects in African Countries
Poor performance such as time delays, cost overruns and (at most times) poor quality
is not uncommon in construction projects (Lo et al, 2006). The causes of these
problems have attracted the attention of construction practitioners and researchers.
Examples of academic interest in the causes of poor performance in the construction
projects can be seen in research done by scholars such as Doloi et al, (2012). They
identified the seven most important factors leading to time delays and cost overruns
as:
17
Lack of commitment,
Insufficient site management,
Poor site coordination,
Improper planning,
Lack of incorporation/ linking
Lack of clarity on project scope,
Lack of communication and substandard contract.
Similarly, Rafel, (1994) established that the predominant causes of poor quality in
construction projects were the clients demand for unrealistically short contract
periods, the poor management of subcontractors, the construction environment,
inadequately trained and unmotivated artisans, lack of quality control and defined
responsibility for quality, delays of payment certificates, inadequate planning as well
as inadequate communication among departments due to absence of integrations of
their systems. A study conducted by Kaming et al, (1997) showed that the
predominant factors influencing time delays were design changes, inadequate
planning, inaccuracy of material estimate and poor labour productivity, while cost
overruns were attributed to inaccurate material estimation, material cost increases and
lack of experience of project type, lack or poor of communication within the
organization.
The performance of projects is generally improving from one year to another, this is
according to the audit reports by National Audit office (NAO) of 2010/2011 and
18
All the mentioned maintenance types in Section 2.6 are to be done to conform to the
Annual Operational Plan for TANROADS as agreed by the Board. The Annual
Operational Plan gives details of operations based on the approved strategic plan and
21
In order to plan for road maintenance needs, it is important to keep a complete set of
"as built" plans and records of all maintenance operations and observations. The "as
built" plan should at least contain complete job index, complete history of project
22
The most valuable tool for any maintenance program is the knowledge and experience
gained by individuals performing the road maintenance work. Every effort should be
made to retain competent, knowledgeable, and experienced individuals in these
positions not only from the standpoint of instituting and executing a good maintenance
program, but for future road planning needs as well (Materu and Urio, 2000).
23
Procedures to quantify and evaluate the variables associated with any management
action are basic tools which should enable objective judgment of the performance.
However, judgments are made by persons as a result of whom subjective attitudes,
such as optimism or pessimism, may affect them. In order to remove subjectiveness
from decision making, a set of procedures is required to collect, validate, store and
retrieve data which, when processed statistically, will remove the element of personal
bias by providing the information in an objective form such as an index.
24
25
26
evaluated by comparing the actual volumetric flow to that theoretically possible when
there are no restrictions at the input or output ends of the system.
27
iii) To determine the effects of deferring maintenance on upkeep and road users
costs;
iv) To determine the effects on users costs of raising/lowering the quality
standards of road pavements;
v) To assure cost-effectiveness through prioritization based on comparison of the
costs and benefits of alternatives.
28
29
31
32
To further increase top-line revenue, many companies will open new office locations
and embrace additional sales channels resulting in more sophisticated processes for
ecommerce integration, recurring billing, and financial consolidation, amongst others.
Additional business software to support these processes can take the form of
standalone applications from different vendors, homegrown applications, or a variety
of spreadsheet work around.
Here is a summary of the five main issues that can hinder the growth of a business if it
is run with disparate financial software systems:
33
34
35
(b)
integrated with linkages so that similar processes are seamlessly managed and
executed without duplication.
In other words, integrated management systems are being developed on the base of
principal similarities of management systems. There are a few reasons why
implementation of management systems is beneficial for the organizations (Jorgensen
et al, 2006):
(a) It allows the organizations to decrease the extent of documentation and
bureaucracy which arises due to work organizing and control, referring to
separate procedures or different standards;
(b) It allows saving resources, entrusting the management of the integrated
management system to one leader instead of appointing separate leaders to each
and every management system, including the certificated one;
(c) It allows carrying out an internal and external audit more clearly and
effectively;
37
38
standardizing
integrated
management
systems
with
common
39
However, there still remain twenty percent of issues, the content of which, talking
about different organizations and their management areas, is not similar. Sometimes
these works even seem incompatible with each other at first glance (Pojasek, 2006). It
means that they cannot organically blend with each other; they can only be
documented next to each other.
However, there are not many organizations that develop and advanced organizational
culture, because in order to create and strengthen this culture, resources with
difficultly evaluated quantities return are needed. On the other hand, if and adequate
organizational culture is not supported, the implementation of management systems
confronts with strong resistance of functional leaders. It is associated with the human
factor, needed structural changes and the nature of implementation of management
systems itself. Due to the variety of work specifics, conflicts between the supervisors
responsible for separate areas arise; they fight for influence areas or even survival.
The general impression from studies carried out is that there are more benefits than
downsides and problems when management systems are integrated, Karapetrovic
(2002). From the studied literature it was noted that some important benefits from
IMS are the use of process approach, the use of the integrated audits and common
documentations system with common structure of routines.
Integration has advantages such as;
(a) Standardization,
(b) Effective support of processes,
(c) Using resources optimally,
(d) Reducing sub-optimization,
(e) Minimizing problems with communication between different areas.
(f) Coordinated: separate management systems operate in the same organization
at the same time;
(g) Integra table: shared elements of management systems are identified;
(h) Integrating: the identified shared elements are coordinated to work jointly
(i) Integrated: a united system, which incorporates all shared elements, is
operating.
Even if these advantages are only mentioned for a limited scope of system integration
it could be assumed that this conclusion also applies when increasing the scope. Level
42
of integration towards better process control also has advantages in the organization
aspiring for total quality and business excellence.
In other words, if all the attention was given to the processes, the desired results
would be realized itself and integral system would be created (Slater, 1991).
It is important, that both leader executives and experts would take part equally while
developing the documentation of processes (Pojasek, 2005).
43
As international standard for IMS not exist, that gives unambiguous recommendations
on assuring the integration of management systems, every organization copes with this
task on its own. Inherent from the organizational culture, which supports changes and
management innovations. It is necessary to purify the conception of integrated
management system in organizational context. A need to talk about the level of
integration of management systems is very important as in scientific discourse as in
practice. The theoretical analysis of IMS shows that all of the management systems
cannot be well integrated in principle. They can only be partly integrated and
coordinated.
45
organization,
competency
responsibility,
and
organization/
authority, different
arrangements
aspects
project responsibility,
for
of
authority
managing
organization,
employment,
issues
The management review process covers all Discrete management review processes
aspects of the operation of the organization and which do not review all aspects of data in
shorter
2
term
review
cycles
are
embedded into longer term review cycles to form example is agreeing a company budget
an integrated hierarchy of management review separately from quality, health safety,
processes appropriate to the size complexity of environment and other training for the
the organization.
coming year.
Aim to apply management tools and approaches Tendency to not apply management tools
3
47
CHAPTER THREE
RESEARCH METHODOLOGY
3.1 Introduction
Various authors have described the meaning of research methodology and methods.
Kothari,( 2003) explains that research methodology is a systematic way applied to
solve the research problem. Nachmias (2000), argued that the methodology for
scientific research is a system of explicit rules and procedures upon which research is
based and against which claims for knowledge are evaluated. According to Myers
(2009), the research method is a strategy of enquiry, which moves from the underlying
assumptions to research design, and data collection. Although there are other
distinctions in the research modes, the most common classification of research
methods is into qualitative and quantitative.
Some researchers prefer to use mixed methods approach by taking advantage of the
differences between quantitative and qualitative methods, and combine these two
methods for use in a single research project depending on the kind of study and its
methodological foundation (Brysman and Burgess, 1999).
An obvious basic distinction between qualitative and quantitative research is the form
of data collection, analysis and presentation. While quantitative research presents
statistical results represented by numerical or statistical data, qualitative research
presents data as descriptive narration with words and attempts to understand
phenomena in natural settings. This means that qualitative researchers study things
48
Now this chapter provides the methods used in carrying out the study. It focuses on
research design, study area/population, sample size and sampling techniques and data
collection methods. It also gives what ought to be done with regard to the data
analysis plan and development of a model for integration of road the maintenance
management system with the existing financial system (Epicor) for Tanzania National
Roads Agency (TANROADS).
3.2 Scope of the Study
The study was intended to cover TANROADS coast regions, namely Dar es Salaam
and Coast. It is also intended to cover five (5) road construction/maintenance
reputable construction firms/companies available in these regions.
49
The research study was based on information gathered following the parameters
mentioned above, from which missing necessary inputs for road maintenance
management system in TANROADS were obtained. Problems encountered in
managing the existing system were also acquired. It was planned that structured
questionnaires and interview (tools) were used to collect the data/information.
For achieving the second specific objective "Identifying components used for
integration of road maintenance management System and financial system",
departments/units dealing with road maintenance management in TANROADS which
need to be integrated into the system were covered in this study. Key components
were given weights against the importance of integrating them into the system. Tools
used in collecting data were structured questionnaires and interview.
To achieve the third specific objective "To develop an integrated model for the road
maintenance management system with the existing financial system to road networks
which are under TANROADS authority", proposed strategies were adopted to
improve the Road Maintenance Management System (RMMS) based on information
obtained from the first and second specific objectives.
S/N
Engineering Department
22
Procurement Department
Planning Department
17
51
are
responsible
for
direct
execution
of
road
maintenance/construction works,
ii) Engineering department are responsible for design and supervision of
maintenance projects on behalf of clients (Regional Managers),
iii) Procurement Department are responsible for monitoring procurement
processes,
iv) Accounts and Finance Department deals with disbursement of all payment
with regard to road works,
v) Planning Department is responsible for overall organizations planning process
and running and managing of the system.
In TANROADS the proposed respondents were holding important information which
enabled this study to examine and develop an integrated model for road maintenance
management system with financial system in TANROADS.
3.6 Data Collection Methods
This research study employed both primary and secondary data collection methods to
capture processes in the context of the road maintenance management system. The
data collected didn't involve field (site) data collection by the researcher but rather
was collected through questionnaires distributed to different targeted respondents.
Primary data was obtained through questionnaires and interviews to key informants.
Questionnaires were distributed to targeted respondents. Secondary information was
obtained through literature reviews.
52
The
research
instruments
included,
survey,
interviews
and
questionnaires. In this research study, the questionnaires and interviews were used as
the research instruments because they were simple to identify the research
requirements. The research instruments used are described in the following
subsections:
53
a) Interviews
The interview technique entail set of structured, semi-structured and
unstructured questions to allow respondents provide their interpretation of road
maintenance practice and express how they regard the situation from their own
point of view. The interview method was used to counter check information
obtained through questionnaires to all targeted respondents. The sample
questionnaire as appended herewith, was structured in accordance with needs
to respond to the specific objectives. The main interviewees group comprised
technical personnel from planning units, who are managing and operating the
existing system. The other group was from Procurements, Financial and
Engineering units/ departments.
b) Questionnaires
The questionnaire consisted a number of questions in soft and hardcopy, thereby
giving the respondents more time to think and review document. Also respondents
who were not easily approached were sent the questionnaires by e-mails preceded
by a telephone introductory remark. The questionnaire was structured such that it
was requesting their knowledge, experiences, and attitudes on road maintenance
practices in TANROADS for a period of not less than five years i.e from financial
year 2000/2011 to 2015/2016.
c) Observation
Observation being an ordinary method for gathering data, it was used to verify
some of the information given by respondents if needs was.
54
According to Yin (2013), interview data were verified by information from other
sources to increase the validity of the study. In this study 5 questionnaires were
produced as a pilot test to assess validity of the questionnaire used. The developed
questionnaire was checked to see whether there was a need to review it or not to
fulfill the intended purposes.
55
The features of notations which allow easily to integrate the modeled processes into
the general information system of an organization and to create a flexible structure
that could be quickly and even automatically adapted to new necessities. It was
presumed that the model structure would enable a link between the maintenance
function and the other organizational functions and sequence of activities for the
execution of road maintenance at every stage.
57
58
CHAPTER FOUR
RESEARCH RESULTS
4.1 Introduction
This chapter presents the main findings of the study and data analysis. It gives the
summary of answers to the research questions that guided the researcher as formulated
in Chapter One. The research work was guided by the three research questions. In
order to address these questions, necessary data were collected from survey
questionnaires, interviews and literature review (see Chapter 3).
The chapter is divided into three sections. Section one is introduction, section two is
all about characteristic of respondents; section three presents data collection, data
analysis and brief discussion on the three objectives described in three sub sections.
Sub section one presents the identified shortcomings of the Road Maintenance
Management System (RMMS) of TANROADS. The second subsection explains the
system components used for integration of road maintenance management system
with the existing financial system. This examines success factors for improvement of
road maintenance management system. The third sub section presents the analysis of
the developed integrated model for the road maintenance management system with the
existing financial system to road networks which are under TANROADS authority.
4.2 Respondents Characteristics
The research study covered two regions in the coastal zone namely TANROADS Dar
es Salaam and TANROADS Coast Region (Pwani). A total of 62 questionnaires were
distributed to the studied TANROADS Regions. Nonetheless, only 48 questionnaires
59
Respondents
Issued Questionnaires
Returned
Respond Rate
Questionnaires
for Respective
Group
TANNROADS HQ
15
13
87%
TANROADS
14
11
79%
24
21
88%
33%
48
77%
COAST REGION
3
TANROADS DSM
REGION
CONTRACTORS
TOTAL
62
The findings presented in the Table 4.1 show that there was respondents readiness
(77%) to provide different information on road maintenance management system used
in TANROADS. From that view, response rate was regarded to be sating factory
hence finding from the study could be relied upon for analysis.
LEVEL OF EDUCATION
NUMBER OF
PERCENTAGE (%)
RESPONDENTS
1
PRIMARY EDUCATION
0%
SECONDAY EDUCATION
6%
TECHNICIAN
16
33%
20
42%
19%
TOTAL
48
100%
CERTIFICATE/DIPLOMA
4
ADVANCE
DIPLOMA/DEGREE
61
Frequency
Percent
Cumulative
(No)
(%)
Percent (%)
12.5
12.5
12
25.0
37.5
30
62.5
100.0
62
As per Table 4.3 and Figure 4.1, most respondents were well experienced and
knowledgeable in the road maintenance management as only 12% of respondents had
worked for less than three. In line with that, 25% of them had worked for three to five
years whilst 63% had worked in TANROADS for more than five years.
4.2.3 Departments Responsible for Managing Road Maintenance Works
In this study, a concern was to determine which unit/ department in TANROADS
organization structure is currently responsible for road maintenance management.
Respondents were therefore requested to give their opinion by indicating the unit/
departments responsible for managing road maintenance works in the TANROADS
organization structure. Table 4.4 shows statistical distribution of 51 respondents on
departments of planning, procurement, works, finance, weighbridge, road reserve and
any other existing department(s) involved in managing road maintenance works in
TANROADS.
NUMBER OF
PERCENTAGE
RESPONDENT
(%)
PLANNING
18
35.4
PROCUREMENT
7.9
ENGINEERING
24
47
WEIGHBRIDGE
1.9
FINANCE
3.9
ROAD RESERVE
1.9
OTHERS
1.9
TOTAL
51
100
63
64
Scale
1
measure of statistics
Problems / shortcomings
2 3
4 5 Mean
48 18 15 3 6
2.52
1.54
2.37
48 24
48 16
14
48 21
14 9 1
2.25
1.51 2.27
system eg financial
Missing of reliable road inventory,
3 11
2.75
1.65
2.70
2.19
1.19
1.41 1
48 21 12
2.37
1.47 2.16 3
48 16 6
2.63
1.56 2.43
Key:
1=strongly agree, 2= agree, 3 =slightly agree, 4 = disagree, and 5= strong disagree
Table 4.5 shows respondents opinions on problems or shortcomings facing the road
maintenance management system in TANROADS. Ranking of the findings shown in
Table 4.5 gives the most considered current occurring problems, and sorts out
problems to be worked out first requiring immediate action to be undertaken by
responsible agency towards improving the management maintenance system. For
clarity, the problems are narrated as follows:
65
As can be seen in Table 4.5, the most found occurring problem/ shortcoming is the
Delay of Certified payments to Contractors of road maintenance works having
mean rate of 2.19. The analysis shows that this happens due to long process and
repetition of manual work of data input on preparation of certificates.
66
67
Certification component
ii)
Approval component
Frequency
68
All systems require improvement at all times and also requires drive and dedication
from organization particularly from the individual staff involved. The response mean
rate examined on this particular aspect was 1.56, indicating that most of the
respondents provided their views based on the fact that the improved operations of the
existing system would contribute to improve the maintenance management system of
road network under jurisdiction of TANROADS.
4.4 Model Development for Integration of Road Maintenance System in
TANROADS
According to the study findings, a conceptual model (Figure 2.1) was used as a base
for the development of integrated model for the road maintenance management
system and the financial system (Epicor). This was done on the understanding of
proposed requirements and designs for the new system with due regards to deep
understanding on how TANROADS organization works. Furthermore, a conceptual
model explains how the new proposed system fits the requirements followed the
activity based approach represented in terms of graph structure organized in input-
69
Figure 4.3: Conceptual Block Model of Integration between RMMS and Epicor
System
When accounting officer accepts the certificate, the certificated data automatically
appears on the accounting system and is processed accordingly, and if not accepted
the certificate is sent back to the manager and engineering department for further
correction.
4.4.2 Features of the Developed Integral Model in RMMS Peripherals
The RMMS part is used to enter, process, store and produce reports of payment
certificates information. It consists of the application part and the database section
which are briefly described as follows.
(a) Application Part
The application part of the RMMS is a section where there is system users
login, and one can enter data, process and produce various reports. Once data
is entered it is processed and stored on the data base.
Contract Data
Payment Certificates
71
success factors include continual quality improvement, regular training follow up,
beneficiary involvement, and fund allocation and delivery improvement and
standardized road network data. These factors are considered to be the basis for the
system endurance because of inherent advantage of continual improvement of the
system against the current way of managing road maintenance works in TANROADS
and also because no system is static. Hence, there is a need for further refinement and
improvement of the system.
Figure 4.5: Flow Diagram Model Developed for RMMS Integration System.
73
Measured works data for Certificate are entered in the RMMS module
prepared and checked by the system user.
Stage 2:
The integral system regularly communicates and scans for new payment
certificates. When the certificates are found, it retrieves them to the
respective database. The integral system then sends notification to Head of
Department and then he/she can review the certificates by login into
system with his/her credentials.
Stage 3:
Stage 4:
Stage 5:
If the Manager does not approve the certificate, it is sent back to the
Engineering Department (Head of Engineering) for further corrections.
All data transfer are made possible by use of relevant software installed on a computer
located on the office Local Area Network (LAN). Alongside process, there is a
message notification upon preparation, processing, certifying, approval and the
making of payment checklist to the Manager. The typical schematically connection
diagram is shown in Figure 4.6. The messaging server (Figure 4.6) is responsible for
sending notification of an incoming certificate for approval or correction to respective
74
person. It comprises of a software application for querying database and regular email
system or server. The following are its major components for it to work properly:
Engineering
Department
Manager
LAN
RMSS
System
Account
Department
Messaging
server
Figure 4.6: Typical Connection Diagram
(a) Software
The software checks for any message request, sends and stores messages in the
database. It is installed on the server computer.
(b) Database
The database acts as a message storage. It is installed along with the software
in the server computer.
76
CHAPTER FIVE
DISCUSSION
5.1 Introduction
This chapter discusses the main findings of the study and gives an emphasis on results
that add improvements of road maintenance management system in Tanzania National
Roads Agency (TANROADS). Other findings in literature are used for comparison
and contrast purposes.
5.2 Impact of the Developed Integrated Model on Road Maintenance
Management System (RMMS)
The general objective of the study was to develop a model for integration of road
maintenance management system with financial system Epicor in TANROADS with a
view of increasing efficiency in the route of achieving the main objective after
addressing successfully the three specific objectives of this research study. The first
specific objective was to examine current problem/ shortcomings facing road
maintenance management system in TANROADS while the second specific objective
was to identify components which were used for integration into road maintenance
management system in TANROADS. The third specific objective was to examine
success factors viable in TANROADS for improvement of road maintenance
management system through developing an integrated model based on the
shortcomings and components used for integration.
A sample of 62 respondents was selected for the study, all from TANROADS Coast
zone regions. However, 48 respondents whom the study findings relied on reacted
positively, a sample constituted 77% of the targeted respondents as detailed in Table
4.1. The findings revealed that, the current road maintenance management system in
77
The analysis drawn from the research results shows that there is a long process /
procedures of payments to contractors whether is interim or substantial payments for
certificates processed from RMMS system following the certification and approval of
the same before being reprocessed to another financial system called Epicor.
The delays of payments happen due to presence of long process and repetition of
manual work of data input on both systems for preparation of certificates and cheque.
The delays of the payments to contractors have not only contributed to inconveniences
to contractors performance but also resulted to affect the economy of the country due
to fact that the contracts works fail to be completed within the construction period. As
the results, addition of time or liquidated damages are inevitable to most construction
78
contracts. These penalties to contractors are due to late execution of works caused by
payment delays which are among the major factors affecting negatively not only
individual economy but also a National economy as whole.
5.3
TANROADS is not user friendly due to fact that most activity or process are being
worked more than once. This could be processed by one click only if checkboxes
could be built in.
Furthermore, the RMMS was found not in simpler format, and it uses outdated
coding system of Vb6. This type of coding causes most of works to be double
handled. This problem is mostly caused by the absence of checkboxes during
assigning of activities on a planning stage. Hence, it is advised to re-build a new
model which can facilitate users and can be accessed wherever they are by using
Dot.net program systems.
80
findings
revealed
that
basic
components
needed
for
successful
81
(RMMS) and financial system (Epicor) which used to prepare payment vouchers and
checks.
Hence the RMMS - Epicor integrated system which caters all narrated shortcomings was
developed with the following among many features:
(a) Security Features
There was an introduction of security features which only permitted/allowed
personnel will be able to assess the developed system.
Programmer, IT specialist
Road Inspectors
The developed integrated system was tested and showed all components built in
were working efficiently.
82
When operating the developed RMMS Epicor integrator system, screen shots were
taken to show some important output operations of the system as can be seen from
Figure 5.1 through to Figure 5.7.
83
84
85
86
CHAPTER SIX
CONCLUSIONS AND RECOMMENDATIONS
6.1 Conclusions
From the study carried out, several conclusions are drawn based on the findings
obtained and on the three research questions.
6.1.1 Current Problems Facing Maintenance Management System in
TANROADS
The study examined six (6) most current occurring problems/ shortcoming facing road
maintenance management system in TANROADS. It can therefore be concluded that
the current road maintenance practices in TANROADS is confronted with
problems/shortcomings that draw attention to the responsible agency to take actions
and if solved could improve the effectiveness of the system. The problems are listed in
order of their ranking as follows:
ii.
Security components
iii.
Notifications components.
iv.
Certification component
While the Accounting Information System (Epicor) has the following basic
functional components:
i)
Accounts receivable
89
6.2 Recommendations
According to study findings and conclusions stated, the following recommendations
are frontward for action.
The government through the Minister of Works, Transport and Communication
should redevelop and issue standards operational systems guidelines for road
maintenance management and develop integrated ways of implementing maintenance
management systems which they possess. The integrated system should also be
standardized and should allow interoperability with other government systems such as
a system that control country database.
In order to keep pace with development in the road maintenance management, the
Agency should improve its systems for efficiency of the Agency. Although the
developed system model has taken into account the most found problems facing
maintenance management system in TANROADS and has been tested, a similar
research is required to conduct further study to develop an integrated computerized
road maintenance management system for replication to other construction and
maintenance works in TANROADS. These include procurements and bridges
maintenance system so as to increase efficiency in maintenance of road works in the
country and eventually reduce amount of paper work to make the maintenance
management system green.
The integrated system is strongly recommended to be accepted by TANROADS
Council so that the system can be used to intervene all listed shortcomings for
improvement of maintenance management of roads under TANROADS authority.
90
REFERENCES
Africa Community Access Programme (AFCAP) Improved Maintenance Systems
for District Road in Tanzania AFCAP/TAN/019 Final Report, February,
2013
Kevin, M. (2005) Success Factors for Road Management System. East Asia Pacific
Transport Unit, the World Bank, Washington D.C, USA
Rohde, M. (1998), The Use of Road Management Systems for Optimal Road Asset
Management, 4th International Conference on Managing Pavements (1998).
92