How to Manage E-Transformation Projects When Deadlines are Set by Government Agencies

This blog was last updated on May 6, 2021

When managing any e-transformation project the deadline is determined after careful planning. It should be based on the project scope and consider the available resources.

However, when the project is to ensure regulatory compliance, the government determines the project’s deadline and it must be met. Many taxpayers choose to work with an external integrator to ensure this is done correctly, compliantly and on time.

How an integrator can help with project management

An integrator will work with your taxpayers to project manage the process. Following this process, the governmental agencies’ requirements must be designed by a special integrator in such a way that it is integrated into the agency’s business process. The special integrators involved ensure the process proceeds per the parties’ priorities and build the project’s entire work breakdown structure.

Integrators create detailed project timelines with a process known as reverse planning. The individual task deadlines are determined by working backward from the project’s final deadline to ensure the overall project is completed to schedule. It’s vital to work with a special integrator who has a thorough knowledge of the topic, has vast experience, is aware of potential problems and pitfalls and is able to solve them. They can also ensure best practices are followed throughout the planning. To minimise the risk of missing the deadline, special integrators prepare a planning model. This model should include the appropriate resources, a detailed open item list, clear responsibilities for each task, and the process involved for each task. Both integrator and taxpayer should work together on the model which should be planned and followed in detail to meet the deadline.

At this stage, it may be necessary to make a list of priorities and plan specific processes. Including decision-maker stakeholders from this stage and updating them throughout the project avoids unwanted delays and ensures quicker approval. This is also the stage to place buffers in the plan to eliminate possible risks in advance. Although some of these recommendations are necessary for all projects, they are especially important for projects with a set transition date.

Recommendations for ensuring e-transformation projects are completed on time:

• Start the project as early as possible and aim to complete it ahead of the deadline in case delays occur
• Create a detailed project plan and to-do list
• Work with an experienced private integrator and take on board their recommendations and comments
• Communicate with stakeholders throughout the project
• Identify possible risks in advance and monitor throughout
• Inform decision-makers about the project to ensure they provide approval quickly
• Implement a comprehensive testing phase