Product Requirements Document · Pilot · v1.0
GIRA Pilot — Jinja District
A 16-week operational pilot to prove that a shared, multi-channel civic backend can move cases, revenue and evidence between one district's LC1 chairpersons, sub-county chiefs and the CAO — assessment-ready by week 16.
Owner
GIRA Programme Lead
Sponsor
Jinja District CAO
Timeline
16 weeks · Q1–Q2 2026
Status
Ready to deploy
01
Problem
Local government operates without a shared operational system. Cases move on paper and phone calls; own-source revenue leaks 20–40% between the stall and the treasury; LGMSD assessment is a three-week paper scramble. There is no single record that an LC1 chairperson, a parish chief, a sub-county chief and a district CAO can see at the same time.
02
Pilot goal
Stand up one district (Jinja) on GIRA end-to-end for 16 weeks and produce an assessment-ready LGMSD evidence bundle at week 16 — with cases, revenue and citizen verification captured on the same platform, across USSD, SMS, WhatsApp, voice/IVR and web.
03
In scope
- 1 district, 3 sub-counties, ~10 parishes, ~80 villages.
- Case management: reports, dispatch, SLA timers, citizen verification.
- Revenue OS: market dues, trading licences, parking fees — mobile money reconciliation with daily anomaly detection.
- LC1 digital letters with QR verification.
- VHT alerts & drug-stock signals from 6 health facilities.
- LGMSD-format evidence export with GPS, photo and citizen-verified signals.
- Five citizen channels: USSD *165*8#, SMS shortcode 6165, WhatsApp, toll-free IVR, web portal.
04
Out of scope (pilot)
Nationwide rollout · custom hardware · full PDMIS replacement · payroll integration · procurement workflow · pension/PBS integration. These are Phase 2 candidates once pilot signal is proven.
05
Success metrics (measured at week 16)
| Metric | Baseline | Pilot target | Instrumentation |
|---|---|---|---|
| Case resolution rate | not tracked | ≥80% within SLA | auto |
| Citizen-verified closure | 0% | ≥70% of resolved cases | USSD/SMS callback |
| Median response time | days–weeks | <24h dispatch, <72h resolve | server timestamps |
| Digital revenue share | ~15% | ≥75% of billed revenue | mobile money reconciliation |
| Revenue leakage | 20–40% | <5% | officer vs. system delta |
| LGMSD readiness | manual/late | one-click export at week 16 | evidence bundle |
| Channel coverage | hotlines only | USSD + SMS + WhatsApp + IVR + Web live | channel logs |
| Officer adoption | N/A | ≥90% weekly active in 3 sub-counties | auth logs |
06
Users & roles
Citizen · LC1 Chairperson · VHT · Parish Chief · Sub-county Chief · Revenue Officer · DHO / DEO / District Engineer · CAO · Auditor. Role-based views on one record — no separate data silos.
07
Delivery plan (16 weeks)
W1–W2District MoU · officer inventory · sub-county selection
W3–W4Backend + USSD live · shortcode + WhatsApp Business API onboarding
W5–W6Officer training (LC1, parish, sub-county) · pilot village comms
W7–W8Case flow live · SLA timers on · daily standup with CAO
W9–W10Revenue OS live in 2 markets · officer reconciliation
W11–W12LC1 letters + QR verification · citizen verification callbacks
W13–W14VHT + health-facility signals · school attendance module
W15LGMSD evidence bundle dry run · CAO review
W16Assessment-ready export · programme report · Phase 2 decision
08
Non-functional requirements
Works on Nokia 105 feature phones (USSD) · <2s p95 latency on all channels · offline-tolerant sync for parish tablets · audit trail on every record · daily backups · Uganda-hosted data residency · role-based access with hardware-key optional for CAO.
09
Risks & mitigations
- Officer non-adoption — daily CAO standup, digital-only revenue in pilot markets from W10.
- USSD aggregator downtime — dual-aggregator failover (Africa's Talking + fallback), SMS backup.
- Data quality — mandatory GPS + photo on field cases; auto-reject incomplete submissions.
- Political disruption — pilot MoU includes non-interference clause; district audit committee oversight.
10
Definition of done
16-week LGMSD-format evidence bundle exported and reviewed by district audit committee; three sub-counties operating on GIRA daily; revenue recovery ≥ pilot licence cost; Phase 2 (multi-district) decision memo signed by CAO and Programme Lead.