E-Wayleave Clearance System
National GIS Steering Committee

A. Problem Analysis

 1. What was the problem before the implementation of the initiative?
Bahrain has always been a forerunner on implementing the latest state-of-art technology with different approach for well-being of the nation and national development. Over time the kingdom has taken various initiative and unique implementation in automation and standardization of various process to promote e-Culture and encourage government and business to utilize e-service and online processes for faster and transparent operations. With the evolution of GIS (Geographic Information System) technology and the realization of its prominent role to support Government Services, the kingdom has successfully implemented Bahrain Spatial Data Infrastructure (BSDI) since 2005 The Wayleave approval for new and/or maintenance infrastructure projects on public properties in Bahrain was guided by a set of governmental policies and procedures which were managed manually. The manual process has resulted in various draw back and issues and had several bottle necks in terms of providing timely and quality services with high level of confidence. The manual process involved huge amount of manual paper work including the way leave approval certification from various stakeholders, Maps, Proposed project design and other supporting documents. Sensible and accurate way leave approval requires a unified decision making by various stakeholders involved in the approval process. In the manual scenario, there was duplication of efforts and isolation in decision making on way leave approval by various stake holders. In the process many Wayleave documents gets misplaced and lost during approval process as they were manually transmitted from one stakeholder to another. This has resulted in indefinite time ranging between 3 months to 2 years approximately for the approval of a Wayleave request. Also there was lack of up-to-date and accurate supporting information required for the approval of a Wayleave request. So the confidence level of the authorities approving the Wayleave was quite low and often erroneous. Another important issue which was haunting the stakeholders was that there was no standard approval processes among stakeholder communities. So better harmonize the delivery of services, the various approving authorities arrived at a unanimous decision to automate the Wayleave approval process. E-Wayleave Clearance System initiated in 2011 is one of the unique implementation of its kind in automation and standardization of the Wayleave approval process integrated within a GIS framework (BSDI), promoting e-Culture and encouraging government & business to utilize e-Service and online processes for faster and transparent operations. The objective of the project is to get rid of the drawbacks in the current system and make the approval process faster and transparent and increase the confidence level on approval through accurate verification. E-Wayleave application is a web based solution through which stakeholders can manage their Wayleave allowing them to create, search, comment, track, edit, print and approve Wayleave. The application is tightly integrated with a GIS Viewer through which the users can review the Projects spatially on Bahrain base map. The viewer also allows the users to overlay various utility and infrastructure network along with the project/Wayleave details to support their approvals and recommendations.

B. Strategic Approach

 2. What was the solution?
In the manual process, the ‘Wayleave Request’ was circulated to all stakeholders through an inter-ministry circulatory procedure managed and operated by ‘Central Planning Office (CPO)’ of Ministry of Works. It was (CPO) who actually came up with the idea of an E-Wayleave system within the framework of Bahrain 2030 vision; to support Highest Standard of Living for Citizens through Comprehensive, Secure, Accurate and Timely Information and Services. The project actually brings in almost 15 stakeholders both Government and Public companies to join hands in development of an innovative solution for the Wayleave approval process in the kingdom of Bahrain. GIS Directorate, CIO being the GIS hub of Bahrain has been entrusted with the responsibility of development and implementation of the system. The GIS Directorate, one of the most important Directorate of CIO, Bahrain caters and supports the increasing need of Geographic Information System in the Kingdom. The role of the Directorate is to develop, drive and support various geospatial initiatives catering to the GIS needs of the service sectors and maintaining the National Geospatial Database. The current project is strategically aligned to this initiative. Bahrain 2030 vision “To develop world-class infrastructure links to Bahrain Global Economy.” has been answered by GIS Directorate, CIO by implementing the National Spatial Data Infrastructure (NSDI) at the national level, for the Kingdom of Bahrain. Bahrain Spatial Data Infrastructure (BSDI) portal is the manifestation of the NSDI initiative to serve Government Organization, Private Sectors and Academic Institutions of the country to foster the creation of wealth, innovation and economic value. The current e-Wayleave Clearance System has been developed as part of NSDI for Bahrain and therefore lines up itself with the Bahrain 2030 vision. The project is also directly aligned with the GIS Directorate, CIO’s strategy since it delivers a reengineered automated transparent system. Based on the effectiveness and online sharing of geospatial information, the system users are presented with a simple user friendly and flexible platform with up to date and accurate spatial information from multiple stakeholders for accurate, reliable and efficient decision making for their business processes and thus aligning the project towards the Bahrain 2030 vision initiative of “The Government Sector to become more productive and accountable for delivering quality services”. The e-Wayleave Clearance System developed brings various stakeholders involved in the clearance process in a unified framework where various government agencies can work in parallel on National Development Goals thereby achieving CIO’s vision of providing Highest Standard of Living for Citizens through Comprehensive, Secure, Accurate and Timely Information and Services. The E-Wayleave Clearance system created a Central Delivery Portal with an Intelligent Map interface with defined process makes the user much more comfortable and effective within their business domain. Support for real time spatial data online with other essential stake holders information made decision-makers analyze and predict situation much more accurately which in turn increases the confidence level of their approval. Not only this, the system has been able to considerably reduce the approval time for a Wayleave Request and thereby reducing the overhead cost. It also allowed the stakeholders to monitor individual Wayleave within and outside its approval lifecycle. By setting up a response schedule (5 days) within the online approval process, E-Wayleave system has increased the accountability of the stakeholders. It also propagates a clean and green environment by minimizing paper work. No only this, the E-Wayleave system has standardized the request and approval process across the stakeholder community. In short the e-Wayleave System has brought external agencies to plan properly and put flexible slots to work parallel with Government Agency on the National development Goals.

 3. How did the initiative solve the problem and improve people’s lives?
The main purpose of the project is to automate the way leave clearance process through development of an online system (e-Way Leave Clearance System) to get rid of the drawbacks in the manual system and make the approval process faster and transparent and increase the confidence level on approval through accurate verification. Rather than just developing an online system, the innovation lies in the fact that the E-Wayleave clearance system has been integrated within a GIS environment within the broader framework of BSDI. This has made up-to-date spatial infrastructure data owned by various Ministries, Private and Public organization available to Wayleave stakeholder community. Stakeholders can now refer to these spatial data while planning and designing a project, even before they raise a request for Wayleave approval. This has resulted in reducing the risk of getting a Wayleave being rejected very early. Impact of major risk can be monitored easily and issues can be mitigated with alternate plans. Not only this, the approving stakeholders can refer to the spatial data from other stakeholders in a common platform at all stages of the Wayleave approval cycle making the entire Wayleave Approval Process much more organized and efficient with high approval confidence.

C. Execution and Implementation

 4. In which ways is the initiative creative and innovative?
Bahrain 2030 vision “To develop world-class infrastructure links to Bahrain Global Economy.” has been answered by GIS Directorate, CIO by implementing the National Spatial Data Infrastructure (NSDI) at the national level, for the Kingdom of Bahrain. Bahrain Spatial Data Infrastructure (BSDI) portal is the manifestation of the NSDI initiative to serve Government Organization, Private Sectors and Academic Institutions of the country to foster the creation of wealth, innovation and economic value. The current e-Wayleave Clearance System initiative has been developed as part of NSDI for Bahrain and therefore lines up itself with the Bahrain 2030 vision. The initiative was conducted according to the following phases: PLANNING: Feb 2011 In this phase, the main priority was to understand the manual wayleave clearance process and to standardize the different workflow procedures for each stakeholder. Therefore intensive meetings were held where participating stakeholders briefed their wayleave approval process and stated their specific requirements in conjunction to the broader e-Wayleave framework. The NGIS steering committee has invited all the stakeholders to weekly meetings where the charter for the E-Wayleave Clearing project has been formed. Also the stakeholders were made aware of the benefits and efficiency the E-Wayleave system will bring. The aim was to establish a collaborative environment of various Government and public stakeholders working towards a common goal of making the government sector more productive and accountable in delivering shared government services. Implementation scale, deployment dependencies, readiness of users, associated deployment risks, scheduling and resource availability was examined. Also during this phase a detailed pilot approach, identification of appropriate participants, identification of plan the pilot environment was developed PILOTING: March 2011-Sept 2011 During this phase, the focus was on the high level integration and interoperability of the Prime Stakeholders in the e-Wayleave process workflow and in enhancing the decision making capability of the stakeholders by integrating it with GIS technology. It allowed the implementation to validate its approach for full application deployment to uncover operability issues associated with production-like condition and to provide an opportunity to address these issues before full application roll out. Also lot of capacity building programs were carried out to make the user familiar with Geographic Information System and its use in decision making and approval processes. SCALING: Sept 2011 –Oct 2013 In this phase the service was extended to all stakeholders identified for the E-WayLeave clearance process with a focus on incorporating stakeholder internal specific approval workflow in the system and to enhance the user experience and increase accountability. Due to the huge increase in number of users to the portal, the infrastructure has also been scaled to maintain the sustainability of the Wayleave services and support the integration with the different technologies adopted by the stakeholders. After the deployment during this phase both the manual and online system were operational for 1 year following which the manual process was phased out and entire process of way leave approval went online. MONITORING AND REFINEMENT: Oct 2013 – now In this phase the prime focus was to monitor the performance of the implemented system and enhance user experience. With users having something in hand to work with, it was easier for them to visualize many features which were not initially considered in the original plan or were omitted for different reason. With the key objective of making the way leave approval process faster, transparent with high level of approval confidence and users started to realize the benefits, the users themselves are coming up with new ideas to enhance the system.

 5. Who implemented the initiative and what is the size of the population affected by this initiative?
The e-Wayleave system is a mixture of G2G & G2B. The System has in fact made the Government to Government data transmission and services more accountable, flexible and standardized which in turn had tremendously increased the decision making capabilities of the organizations thus improving the equilibrium of governance by Bahrain Government Organizations The main stakeholders with their role in the project is given below o Ministry of Works, Kingdom of Bahrain (MOW) – The Central Planning Office (CPO), MOW has been responsible for leading the initiative and has been the prime stakeholder in designing and rolling out the initiative. They are also responsible for administering the Wayleave approval process. The other directorates within MOW particularly the Roads Directorate (RD) participate in the Wayleave process either as Wayleave Requestor or Approval entity. o Central Informatics Organization (CIO) – The GIS Directorate, CIO has been entrusted with the responsibility of designing, development and implementation of the Wayleave web application within BSDI framework. The entity provides the base-map data and manages BSDI implementation which provides a platform to share geospatial data by all participating stakeholders. CIO provides the technology innovations. The following stakeholders participate in the process as End users, either by raising or approving Wayleave request and sharing spatial data and information over BSDI to support the overall process. o Electricity & Water Authority, Kingdom of Bahrain (EWA) – The Electricity & Water Transmission and Distribution directorates (EDD, ETD, WDD, WTD) of EWA o Ministry of Works (MOW)- The Roads Planning, Design and Maintenance Directorates (RPMD, RPDD), Sanitary Engineering Planning and Projects Directorate (SEPPD, TSE) o Telecommunication Regulatory Authority, Kingdom of Bahrain (TRA) – BATELCO & Bahrain Interchange Exchange (BIX) through TRA o Ministry of Municipality & Urban Development (MUD) o Tatweer Petroleum, Bahrain o Bahrain Petroleum Company (BAPCO)
 6. How was the strategy implemented and what resources were mobilized?
Within a broad framework of “The Government Sector to become more productive and accountable for delivering quality services”, the e-Wayleave Clearance System developed brings various stakeholders involved in the clearance process in a unified framework where various government agencies can work in parallel on National Development Goals. The ROI for the project can be assessed through a Public Value Framework rather than through Cost Benefit Analysis. The return can be assessed by looking for both the internal value to government operations, plus the broader political and social returns to the public at large. No financial assistance was requested for the initiative. The existence of BSDI provided for the infrastructure that was desired for the project. Presence of trained and skilled human resources dedicated for GIS development, disregarded the need of engaging any external vendor to execute the work thus obliterated the requirement of any additional funds other than the overhead expenses of the human resources involved in the project. Human Resource The human resources dedicated for the project with their number & responsibilities are given below Project Manager (1) – Project plan preparation; Cost, Time, Schedule and Delivery Management; Risk management; Resolve conflicts & technical issues; Monitor the project efforts within the planned efforts and timeline; Coordinate all stakeholder activities; Oversee delivery Business Analyst (1) – Understand and Analyze stakeholder business requirement and translate those to application functionalities. Participate in Testing. Stakeholder Representative Member (20) – Review the project progress; Resolve conflicts, escalated issues and give directions; Provide resolution to queries; Verify and Sign off all the deliverables within the agreed timelines; Facilitate interaction with all user groups and elicit timely responses; Provide infrastructure facilities for On Site Project activities; Speak-out the business processes of various directorates; Assist the CIO team to gather and analyze the user requirement; Conduct periodic project review meetings GIS Admin Support (1) – Provide right environment to the developers on the server side; Ensure access and right privilege is provided to the developers and analyst to work on the data; Create and publish map services to be used in the project; Guide and support the development team with Arc GIS; Set up test environment Developers (3) – Participate in need assessment; Design the System; Develop the system and write codes for all sections of the application; GUI preparation with the help of the team; Deploy the application on servers for UAT Database Administrator (1) – Design database; Manage and maintain the Spatial and application Databases; Load the project specific data in the multiuser database; Manage and monitor the updating of Spatial data in the Centralized spatial Database. Technical Resource The application mainly leverages on GIS technology to support the process of Wayleave approval. Given below are the various technologies used in implementation of the System. Database • Oracle 11g RDBMS - storing and managing Wayleave Data • ArcSDE 10.2 - GIS data storage and manipulation Development Environment • Microsoft Windows • Wayleave is developed in ASP.NET 3.5 GIS Technology • For mapping and data manipulation ArcGIS server 10.2 was used to implement GIS functionalities

 7. Who were the stakeholders involved in the design of the initiative and in its implementation?
i. Improvement of Wayleave Lifecycle Online transaction made the Wayleave approval process a more easy experience for the stakeholders. In the earlier manual process a maximum of 4 Wayleave Request per day were created as it involved a lot of paper work. However with the development of the E-Wayleave System it was observed around 10 to 15 Wayleave Request was generated. In the developed online System the Wayleave Request is delivered to concerned Stakeholder instantaneously thereby considerably reducing the Wayleave Approval Cycle Time. The current developed online system has been totally eliminated the issue of lost Wayleave. From weeks and if not months in the manual process, Wayleave now gets approved within 5 days provided it satisfies all requirements in the E-Wayleave System. Not only these, making the Wayleave request and approval process available through a web application, has helped the process go near paperless, creating a clean and green environment. ii. Cost Efficiency With the implementation of the automatic E-Wayleave clearance system, the stakeholders not only are saving hugely on resource cost but also on logistics and contingencies involved in the entire Wayleave Approval Lifecycle. E-Wayleave System also provides tools which allow various stakeholders to know each other’s project plans in a same location resulting in sharing the execution cost which in turn provides effective cost saving for government. Since the entire deployment has been taken care by CIO through the already implemented spatial data infrastructure, it has tremendously decreased the cost of technology ownership of the External Stakeholders. iii. Government Service Efficiency The reduction in time for Wayleave approval process has resulted in timeliness of service delivery by government authorities, so is Stakeholder’s accountability. With the new system in place, there is a marked Transparency in the Wayleave lifecycle resulting in tremendous improvement in the efficiency of Ministries, Public and Private Organizations in serving the citizens in the Kingdom of Bahrain. iv. Improvement of Wayleave approval confidence The Current system integrated with Bahrain Spatial Data Infrastructure providing all spatial information within the application interface itself has greatly improved the approval confidence. v. Process Standardization In the development process of E-Wayleave System, organizational business process work flows has been re-engineered where few un-useful procedures have been dropped from the process and some functions have been added to speed up the workflow. This has also led to process standardization of Wayleave Request & Approval across Stakeholder Community.

 8. What were the most successful outputs and why was the initiative effective?
The project was undertaken, with Public Interest & Benefits getting a higher priority over financial measures. According the Key Performance indicators were more oriented towards Operational and Service Levels goals rather than direct cost performance. The KPI framework for the project consists of the following 3 groups 1. Mission Effectiveness 2. Client Satisfaction 3. Internal Process The Critical Success Factor for Mission Effectiveness includes “Provision of Quality, Cost Effective and Timely Service by Government Agencies for WayLeave”. It is objected towards the following each with their own KPIs measured against different units/scales as indicated below. 1. Eradicate Delays in WayLeave Approval • KPI1 - WayLeave Request Creation Time change - 95% • KPI2 - WayLeave Distribution Time change - 99% • KPI3 - WayLeave Loss numbers – 0 – No loss • KPI4 - WayLeave Approval Time Change - 90% 2. Make Approval Process Transparent • KPI1 - WayLeave Traceability - 100% 3. Quality Service Provision • KPI1 - Level of Confidence while approval WayLeave - 100% 4. GIS Data Sharing • KPI1 - Base data Availability & Usage while approving WayLeave - 100% • KPI2 - Data Layer Shared By Stakeholder Organizations increase - 20% • KPI3 - Stakeholder Data Updation frequency increase - 5 The Critical Success Factor for Client Satisfaction is “Participation of the Stakeholders”. It is objected towards the following each with their own KPIs measured against different units/scales as indicated below. 1. Stakeholder Satisfaction • KPI1 - Satisfaction to Development Timelines - 4 • KPI2 - Satisfaction to Developed UI - 5 • KPI3 - Satisfaction to Requirement Fulfillment - 4 2. Stakeholder Benefits • KPI1 - Satisfaction to benefits of the Apps - 4 The Critical Success Factor for Internal Process indicates the “Effectiveness of Project Delivery Process”. It is objected towards the following each with their own KPIs measured against different units/scales as indicated below. 1. On Time Delivery • KPI1 – Percentage of Work package adherence to schedule - 100% • KPI2 – Number of assigned resources vs planned resources - 100% 2. Delivery to Commitment & Full Scope • KPI1 – Percentage of critical assumptions that has changed - 5% • KPI2 – Scope change compared to what planned - 5% 3. Quality Defect Free Delivery • KPI1 – Number of Faults Reports – 86 • KPI2 – Number of Fault Slip Through - 3%

 9. What were the main obstacles encountered and how were they overcome?
Several challenges had to be overcome before the system could be successfully implemented and made operational. The key challenges faced and their overcome strategies have been mentioned below. I. At the beginning it was observed that each Stakeholder had their own policies and internal workflows for the Wayleave Approval. Striking the right balance between the process generalization and stakeholder specificity posed a huge challenge. A Single Point of Contact for each Stakeholder was designated and he was involved in the project continuously to ensure that the design met the requirements of all the departments at a very early stage. This has in turn led to the customization of the application as per stakeholder internal approval process to the best possible way. II. As there were huge number of users who would be accessing the system, the existing infrastructure was not sufficient to handle the increased amount of users with the same quality of service. This challenge was overcome through thorough system design and upgrading and enhancing the existing infrastructure to handle additional and data volume for the next 20 years. III. CAD integration with Online GIS environment was a challenged posed which was sorted out through technical support from ESRI technical team. IV. Since there were many stakeholders involved in the project, the Data inconsistency and coordinate system mismatch of the data from various Stakeholders posed a threat to the system. It was mitigated through development of data standardized documents and implementing the same for each stakeholders. V. Transition from the Manual System to the E-Wayleave System was in fact a challenge. After much brainstorming with all the stakeholders it was decided that both the process would operate parallel for one month after which the manual system will fade out and give way to the full-fledged E-Wayleave System C. IMPACT AND SUSTAINABILITY

D. Impact and Sustainability

 10. What were the key benefits resulting from this initiative?
The E-Wayleave Clearing System provides a fully interactive environment offering dynamic transactional capabilities and in the process has significantly improved the Way-leave approval lifecycle replacing a slow and cumbersome paper based system. In the newly designed system, Way-leaves get approved within 5 days compared to months in the old manual system and in fact significantly simplified and speed up the regulatory process for all infrastructure public agencies projects that involves excavation length more than 50 meters. All stakeholders has whole heartedly welcomed the initiative and presently reaping benefits as online transaction made the Wayleave approval process a more easy experience for the stakeholders. The benefits gained by the public agencies are translated forward to private contractors working for these public agencies. This is quite evident from the fact as commented by Electricity and Water Authority (EWA) in the role of the E-wayleave system to speed up the Electricity connection service. The system has thus fostered the creation of wealth, innovation and economic value for the kingdom as a whole. The E-Wayleave application is tightly integrated with BSDI (initiated & implemented by CIO) which provides the infrastructure facilitating and co-coordinating the exchange and sharing of spatial data among the stakeholder. With implementation of the E-WayLeave clearance application, users clearly understood the strength of having the support of spatial data in their day to day business process. Enabling stakeholder organization with spatial information to perform their business objectives more efficiently and effectively has increased the productivity levels of the organization. This has enabled CIO to reach new heights in terms of GIS maturity where spatial datasets are acquired and managed comprehensively and optimized strategically. This in-fact has led to a paradigm shift from Data Centric to Service Centric which is considered as a huge gain strategically. In short the E-Wayleave system has benefitted government service delivery by creating a leading example of innovative practice in service delivery through use of geospatial data. In moving from a manual to automated clearance system, right from the very beginning of development, the existing business process workflows were studied thoroughly with emphasis on how much of it could be retained within the scope of the new automated E-WayLeave clearance system. Accordingly organizational business process work flows has been re-engineered where few un-useful procedures have been dropped from the process and some functions have been added to speed up the workflow. This has significantly streamlined the Wayleave process resulting in huge savings not only on resource cost but also on logistics and contingencies involved in the entire Wayleave Approval Lifecycle. The System supports additional functionality of reducing risk by providing proper information at all stages of the life cycle of the Wayleave. A simple user friendly environment with defined process makes the user much more comfortable and effective within their business domain. Support for real time data online with other essential stakeholder’s information made decision-makers analyze and predict situation much more accurately which in turn increases the confidence level of their approval thus improving the equilibrium of governance by Bahrain Government Organizations. The System has in fact made Government-to-Government data transmission and services more accountable, flexible and standardized. Over the past couple of years CIO has presented the system at in various international conferences around the world including ESRI user Conference, Map Middle East etc. Also articles have been published in Global Spatial Data Infrastructure Association (GSDI) and Global Geospatial Information Management (UN-GGIM) to showcase the initiative. The system has also received best Government to Government Shared services in 2012 from Bahrain International eGovernment Forum 2012, and the Excellence in GIS Implementation (EGI) from GIXWORX 13 in UAE. In short the e-WayLeave System has brought external agencies to plan properly and put flexible slots to work parallel with Government Agency on the National development Goals.

 11. Did the initiative improve integrity and/or accountability in public service? (If applicable)
Scalability and Maintainability constitute the non-functional requirements of the initiative and are vital aspects of the e-Wayleave Clearance System ensuring its sustainability. The e-Wayleave System has been developed as a modular structure considering the need for future scalability and extensibility. The application is designed in such a way as to easily adapt to external service modules and data components in future. To cater to ongoing maintenance and support Stakeholders in their day to day operations, CIO has set up and Help desk to handle Support calls and manage incidents and problems with the system. Striking the right balance between the process generalization and stakeholder specificity is the key to sustainability. The application has been designed and developed to support personalized work culture suitable in each stakeholder environment. Each Stakeholder approval internal process has been individually modeled within the general framework of overall Wayleave approval process. Aligning the project to organizational strategy, government work plan and Bahrain 2030 vision paves the way for its sustainability. Bahrain 2030 vision “To develop world-class infrastructure links to Bahrain Global Economy.” has been answered by GIS Directorate, CIO by implementing the National Spatial Data Infrastructure (NSDI) at the national level. The current e-WayLeave Clearance System has been developed as part of NSDI for Bahrain and therefore lines up itself with the Bahrain 2030 vision. The e-Wayleave Clearance System brings various stakeholders in a unified framework where they can work in parallel on National Development Goals thereby achieving CIO’s vision of providing Highest Standard of Living for Citizens through Comprehensive, Secure, Accurate and Timely Information and Services. Very early in the project it has been ready realized that the relationships among stakeholders can only be strengthened by providing the stakeholders with a sense of ownership in the E-Wayleave initiative. E-Wayleave through BSDI is strategically aligned towards shared responsibility, shared commitment, shared benefits and shared control model. At the foundation of the initiative, there is a well-considered framework of standards and policies. Data standards are established and are in place for BSDI, to ensure effective sharing and dissemination of conformable data resulting in user satisfaction amongst the stakeholders. Standards followed by BSDI are officially mandated according to the specifications stipulated by Open Geospatial Consortium (OGC) and International Standard Organization (ISO). In addition to that the kingdom has established “Bahrain Geospatial Data Standards. Also all these stakeholder entities are in fact bonded through a Data Sharing Agreement which organizes the exchange of Geospatial Data through the BSDI. The Current E-Wayleave System being a part of BSDI initiative has been guided by principles in the Bahrain Geospatial Data Sharing Agreement which bonds the stakeholders. The initiative has been a pioneer work which clearly portrays how GIS integration with Government Business Process has considerably reduced the time in the lifecycle of a process. The conceptual model can be carried forward and replicated in other process thus enabling the Government to carry out their business in a much beneficial & cost effective way for well-being of the nation and national development.

 12. Were special measures put in place to ensure that the initiative benefits women and girls and improves the situation of the poorest and most vulnerable? (If applicable)
• Engaging Stakeholders – For projects like E-Wayleave clearance system which involves many stakeholders requires engaging the stakeholder entity right from the beginning of the project to get their support for the initiative and manage their expectations. Strategically having a pilot phase where the stakeholders actually visualize and have hands on the system allowing them to communicate their requirements much more appropriately. Success of the initiative depends on the stakeholder’s support, so it was ensured they are engaged through regular workshops, meetings and pilot project. • Resources Identification – Identifying available resources to implement the initiative well in advance will allow for meticulous planning and strategize implementation. • Meticulous Planning – For projects in dimensions like E-WayLeave clearance System, enough time should be given to planning. • Development Methodology– Rather than conventional Water fall model, an agile methodology would have been more appropriate as it was observed initial requirements kept on changing with time as the stakeholders started to conceive the initiative as a whole. • Right Infrastructure – Appropriate Supporting Infrastructure is very essential for implementations of this sort. With BSDI already in place allowing stakeholders a collaborative environment to share data provided the right platform for service oriented applications like E-Wayleave Clearance System. BSDI provides a solid IT and GIS infrastructure to provide reliable, fast and high level service to the stakeholders. • Modelling Detailed Stakeholder work process – Different Stakeholder entities have different internal approval process. Studying the internal business process thoroughly for each stakeholder and considering that internal workflow for each stakeholder (internal process within an entity) within the broad framework of Wayleave approval process is quiet crucial. With just a general approval workflow for all the stakeholders might not server the end goal of the project has to be modelled in the internal workflow of the system, not just the general workflow, in order to satisfy the stakeholders. • Data Security - Since most of the data is considered confidential, the stakeholder might be reluctant to share the data. Therefore, security of the data has to be addressed by the solution (data exchange policy, user-level access control, etc.) and a secure environment has to be provided to engage the stakeholders in an appropriate way.

Contact Information

Institution Name:   National GIS Steering Committee
Institution Type:   Government Agency  
Contact Person:   Khalid Al-Hammadi
Title:   Eng.  
Telephone/ Fax:   +973-17878187
Institution's / Project's Website:  
E-mail:   cssokbj@cio.gov.bh  
Address:   P.O.Box 33305, Isa town, Bahrain
Postal Code:  
City:  
State/Province:  
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