Implementation Plan
A structured, phased approach designed to minimise risk, ensure strong user alignment, and support long-term sustainability and scalability across Gauteng and beyond.
Implementation Principles
All work is organised around these core principles to ensure successful delivery and lasting impact.
Human-Centred Design
All technical development grounded in real, end-to-end, human-led workflows for data collection, verification, analysis, and use.
Phase-Gated Delivery
No major development begins before workflows, requirements, and wireframes are fully specified and approved.
Iterative Refinement
The platform is continuously improved based on real-world use and feedback from the field.
Capacity Transfer
From the outset, the approach prioritises documentation, skills transfer, and institutional ownership.
Scalability & Sustainability
All design decisions support multi-province, multi-language, and multi-country deployment.
Design, Build, Pilot & Initial Scale
Develop and deploy the Data-SMARTS platform, tested and ready for scale.
Discovery, Workflow Mapping & Specifications
Define user needs, workflows, and system specs.
Core Activities
- →Workflow mapping with all user groups
- →User engagement and needs analysis
- →Technical design and system architecture
Key Deliverables
- Workflow maps
- Specifications document
- System architecture
- Wireframe pack
Wireframing, UX Design & Approval
Design platform interfaces and obtain sign-off.
Core Activities
- →Wireframes for all user roles
- →Design validation with stakeholders
Key Deliverables
- UX standards
- Design approval
Platform Development & System Integration
Build and integrate the platform.
Core Activities
- →Module development
- →System integration
- →Quality assurance
- →POPIA compliance
Key Deliverables
- Beta platform
- Dashboards
- Hosting setup
Pilot Deployment & Field Testing
Deploy and test in real contexts.
Core Activities
- →Train users in pilot districts
- →Field deployment
- →Feedback cycle and refinement
Key Deliverables
- Pilot report
- Improved platform
- Production-ready version
AI Partnership Setup
Establish AI collaboration for voice and automated marking.
Core Activities
- →Partner selection
- →Integration and ethics planning
Key Deliverables
- MoU with AI partner
- AI roadmap
- Ethical framework
End of Year 1 Milestones
Scale, Enhance & Institutionalise
Strengthen and scale the platform, pilot AI, and embed sustainability.
Feature Enhancement & Hardening
Improve and stabilise the system.
Core Activities
- →Advanced analytics development
- →User tools refinement
- →Scalability improvements
Key Deliverables
- Enhanced dashboards
- Hardened platform
Multi-Province Expansion
Scale to more provinces.
Core Activities
- →Provincial expansion rollout
- →Localisation for new regions
- →Training in new provinces
Key Deliverables
- Multi-province deployment
- Expanded user base
AI Pilot Implementation
Deploy and test AI-assisted marking.
Core Activities
- →Pilot AI marking in 2+ African languages
- →Evaluate against human scoring
Key Deliverables
- AI pilot live
- Evaluation report
Sustainability, Handover & Replication
Build local capacity and prepare for wider use.
Core Activities
- →Comprehensive documentation
- →Training of government teams
- →Support handover
Key Deliverables
- Government-operated system
- Replication toolkit
End of Year 2 Milestones
Stabilise, Scale & Replicate
Optimise the platform, complete handover, and prepare for national rollout to other provinces.
Stabilise & Prepare Scale
Optimise, finalise handover, and prepare for national rollout.
Core Activities
- →Optimise performance and usability
- →Final handover to GDE
- →Produce provincial rollout toolkit
- →Light innovation (e.g., AI pilots)
Key Deliverables
- Optimised platform
- Provincial rollout toolkit
- Innovation roadmap
Other Provinces
Replicate the Gauteng model across South Africa.
Core Activities
- →Pilot → Learn → Scale in each province
- →Gauteng supports peer provinces
- →National community of practice
Key Deliverables
- Multi-province national deployment
- Community of practice established
Timeline Overview
| Phase | Year 1 Months 1–12 | Year 2 Months 13–24 |
|---|---|---|
| Discovery & Specifications | — | |
| Wireframing & Design Approval | — | |
| Core Platform Development | — | |
| Pilot & Initial Rollout | — | |
| AI Partnership Setup | — | |
| Feature Enhancement & Hardening | — | |
| Multi-Province Expansion | — | |
| AI Pilot Implementation | — | |
| Sustainability & Handover | — |
Support & Sustainability
Documentation
Comprehensive technical docs, admin guides, and user manuals for independent operation.
Training
Face-to-face and digital training materials for all user roles, including train-the-trainer programmes and capacity transfer.
Ongoing Support
Helpdesk support, update management, and post-project maintenance at approximately USD 10,000 per year for hosting, monitoring, and backups.
Ready to Get Started
The Universal Learning Portal is a mature, proven platform ready for deployment in Gauteng — with a structured plan for scaling across provinces.