Assessment Project for
HEMIS Implementation
at the Institutional Level
Survey Questionnaire
Version 3.2
This Survey Questionnaire will require approximately 40minutes to complete, especially if the
respondent has an updated copy of their Information Systems Strategic Plan (ISSP) or similar
document. For inquiries on any of the items, the respondent may get in touch with CHED through
the contact details indicated below. The Survey Questionnaire is to be accomplished by all Higher
Education Institutions (HEIs) in the Philippines and submitted to CHED on or before 18 December
2015.
Contact:
Office of Policy, Planning, Research and Knowledge Management (OPRKM)
Telephone: +632 441 1169
Email address: survey@ched.gov.ph
Assessment Project for HEMIS Implementation at the Institutional Level
Table of Contents
ABBREVIATIONS AND ACRONYMS ........................................................................................................
2
INTRODUCTION ...............................................................................................................................
3
PART I INFORMATION SYSTEM (IS)-SPECIFIC...........................................................................................
5
SECTION 1 ORGANIZATIONAL PROFILE...............................................................................................
5
SECTION 1.1 INSTITUTION’S PROFILE.............................................................................................
5
SECTION 1.2 THE HEI AND ITS ENVIRONMENT (FUNCTIONAL INTERFACE CHART) .....................................
8
SECTION 1.3 PRESENT ICT SITUATION (STRATEGIC CHALLENGES) .........................................................
9
SECTION 1.4 STRATEGIC CONCERNS FOR ICT USE ..........................................................................
10
SECTION 2 RESOURCE REQUIREMENT..............................................................................................
13
SECTION 2.1 DEPLOYMENT OF ICT EQUIPMENT AND SERVICES ..........................................................
13
SECTION 2.2 ICT ORGANIZATIONAL STRUCTURE ............................................................................
17
SECTION 3 DEVELOPMENT AND INVESTMENT PROGRAM ......................................................................
20
SECTION 3.1 SUMMARY OF INVESTMENTS ....................................................................................
20
PART II ICT INFRASTRUCTURE INVENTORY............................................................................................
22
PART III OTHER RELATED CONCERNS ..................................................................................................
32
PART IV BEST PRACTICES.................................................................................................................
39
SECTION 1 ICT BEST PRACTICES ....................................................................................................
39
SECTION 2 IS BEST PRACTICES.......................................................................................................
44
SECTION 3 LEVEL OF MATURITY.....................................................................................................
45
ANNEX A DEFINITION OF TERMS........................................................................................................
47
CHED Survey Questionnaire
Page 1 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
ABBREVIATIONS AND ACRONYMS
CHED
Commission on Higher Education
CHEDCO
CHED Central Office
CHEDRO
CHED Office
CMO
CHED Memorandum Order
DOST-ICTO
Department of Science and Technology – Information and Communications
HEI
Higher Education Institution
HEMIS
Higher Education Management Information System
ICT
Information and Communications Technology
IS
Information System
ISSP
Information Systems Strategic Plan
LUCs
Local Universities and Colleges
MFO
Major Final Output
MIL
Maturity Indicator Level
MITHI
Medium-term Information and Communications Technology Harmonization
Technology Office
Initiative
PHEI
Private Higher Education Institution
PhP
Philippine Peso
RUS
Regional University System
SO
Special Order
SUCs
State Universities and Colleges
CHED Survey Questionnaire
Page 2 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
INTRODUCTION
This project of the Commission on Higher Education (CHED) supports the implementation of the CHED
Information Systems Strategic Plan (ISSP) 2013-2017 which is a 5-year Information and
Communications Technology (ICT) successor plan of CHED focusing on the requirements of providing
connectivity of Higher Education Institutions (HEIs) and linkage of systems and databases to the
Commission. In this regard, CHED enjoins your Institution in accomplishing the Assessment Project for
the Higher Education Management Information System (HEMIS) Implementation at the institutional
level. All HEIs are to participate in this project as this will lead to the preparation of the Philippine
Higher Education ISSP, which when implemented, shall provide quality applications that will aid not
only CHED in its developmental projects and programs but also the HEIs in their day to day operations.
This Nationwide Survey (“the Survey”) intends to collect data from all HEIs to assess their overall
capacity and situation with regard to ICT utilization. The project aims to prepare the conceptual
framework, policies and requirements specifications for implementing the HEMIS at the institutional
level taking into consideration the best practices among the HEIs or model institutions that exemplify
the use of ICT-enabled services in higher education. This research project is expected to specifically
provide the following:
Levels of ICT readiness of the State Universities and Colleges (SUCs), Local Universities and
Colleges (LUCs), other Government Schools offering Higher Education Programs, and Private
Higher Education Institutions (PHEIs) in relation to the implementation of HEMIS in terms of
detailed inventory and analysis of the assessment conducted taking off from the MITHI Survey
of 2012;
Compendium of best practices on ICT initiatives to support the SUCs, LUCs,other Government
Schools offering Higher Education Program, and PHEIs;
ICT Strategic Plan for the Philippine Higher Education as part of the Higher Education Strategic
Plan and Public Higher Education Reform including the possible input for the Regional
University System (RUS) and typology projects; and
Policies and requirements specifications for the SUCs, LUCs, PHEIs and other Government
Schools offering Higher Education Programto fully implement the HEMIS, complementing to
the CHED ISSP 2013-2017 leading to the integration of the Philippine Higher Education
System.
The Survey covers different aspects of ICT in HEI setting, divided into four (4) parts. Part I is focused
on the organizational profile of the HEI as well as its ICT resource requirement. As CHED is a
government agency the same as the SUCs which are funded by the government, Part I of the Survey is
patterned after the DOST-ICTO ISSP (Revised 2014)Template.
Part II covers the existing ICT infrastructure like the hardware, software, network and other ICT
resources that are being used to manage information in the HEI. Data gathered from this portion of
the Survey shall serve as an input to developmental activities and for budget purposes. Part II basically
adopted the entire Annex 5A of DOST-ICTO ISSP (Revised 2014)Templatefor ease of harmonization
and consolidation of the government project.
Part III deals with system functions that may already be present in the prevailing Information Systems
currently being used in the HEI. It also deals with data sets that may be available from these systems
which the HEI uses in developing their policies and aid in their decision-making.
CHED Survey Questionnaire
Page 3 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
Part IV is a template that the HEI can use to share the IS best practices that are already in place in their
Institution. These best practices shall be collated and shared to all HEIs after the survey.
To facilitate in accomplishing the completion of the survey, we provided examples that you can use as
reference. In which case, you should replace these examples with what is applicable to your
Institution. Instructions in filling out the tables are provided as footnotes or just below the table. Your
feedback is essential to this project. Please answer each item as accurate as possible. We highly
appreciate your taking the time to complete the Survey.
Please submit the accomplished Survey on or before 18 December 2015toCHEDCO. Softcopy should be
stored on a CD and a hardcopy signed by the respondent and Head of the Institution.
CHED Survey Questionnaire
Page 4 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
PART I INFORMATION SYSTEM (IS)-SPECIFIC
SECTION 1 ORGANIZATIONAL PROFILE
SECTION 1.1 INSTITUTION’S PROFILE
Name of Institution MOUNTAIN PROVINCE STATE POLYTECHNIC COLLEGE
Type of Institution
State University/College (SUC)
Local University/College (LUC)
Other Government School offering Higher Education Program
Private HEI
Address
Poblacion, Bontoc, Mountain Province
URL/Website
www.mpspc.edu.ph
Name of the Head of Institution
Dr. Rexton F. Chakas
Position / Designation
College President
Contact Number (include Area Code)
+63939 902 0840
Email Address
mpspc@mpspc.edu.ph
Signature
Name of Respondent (CIO/MIS Head, IS Planner)
GEOFFREY ALVIN L. TICANGAN
Position / Designation
ADMIN ASSISTANT 1 / MIS Staff
Organizational Unit / Department
Management Information Office
Contact Number (include Area Code)
+639182774274
Email Address
mpspc@mpspc.edu.ph / igorotdesigns@gmail.com
Signature
Current Organizational Budget
PhP 284,986,000 fund 101
Current Annual ICT Budget1
PhP 1,236,000 fund 101
PhP 700,000 fund 164
p
PhP 41,391,724.50 Fund 164
Other Sources of Funds (Org. Budget)
1
Indicate the Total Annual ICT Budget for the current fiscal year. Other possible sources of funds should be
indicated separately.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
Page 5 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
1. Organizational Structure:
Total No. of Employees2 374
Number of Extension Campuses (if any) 1
Number of Provincial Campuses (if any) NONE
Number of Other Offices (e.g. other facilities
outside the campus.) 2
2
Indicate the total number of employees including those on part-time or full-time basis, regular, contractual
and casual employees and those assigned to regional/extension, provincial and other offices/campuses. Indicate
the number of regional offices, provincial offices and other offices/campuses, if any.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
Page 6 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
For HEIs owning other Institutions like review centers, research facilities, etc.
ORGANIZATIONAL UNIT
NAME
OF
AGENCY HEAD
DESIGNATED
IS PLANNER
NAME
PLANTILLA
POSITION
NUMBER
E-MAIL
ADDRESS
CONTACT
NUMBER
OF EMPLOYEES
CURRENT
ANNUAL ICT
BUDGET
BONTOC CAMPUS
ADMIN BUILDING
MIS /RDE/RECORDS/CHIEF ACCOUNTING
HR/VP AF/VP AA/VP RDE/VP RGL
OP/LEGAL/GAD/BOARD SEC
ACCOUNTING OFFICE
SECURITY OFFICE
OSA OFFICE
CASHIER OFFICE
ACADEMIC BUILDING
BUDGET OFFICE
EXECUTIVE DEAN’S OFFICE
DEPARTMENTAL OFFICES
COLLEGE MEDICAL CLINIC
STUDENT SERVICES OFFICE
GUIDANCE OFFICE
REGISTRAR’S OFFICE
COLLEGE LIBRARY
GRADUATE SCHOOL OFFICE
SUPPLY OFFICE
QUALITY ASSURANCE OFFICE
GENERAL SERVICES OFFICE
COA OFFICE
SPORTS OFFICE
CHEMISTRY/PHYSICS OFFICE
DR. REXTON F.
CHAKAS
GEOFFREY ALVIN L.
TICANGAN
ADMIN
ASSISTANTI
IGOROTDES
IGNS@GMAI
L.COM
No specific
budget for ICT –
09182774274
MPSPC@MP
SPC.EDU.PH
sources of funds
are from fund 101
and fund 164
For each organizational unit:
2 - List all campuses, regional/extension/field/provincial offices/campuses (if any) under the control and supervision of the Institution.
2 - Indicate the complete name of the Institution head.
3 - Indicate the complete name of the IS Planner of each unit, their respective plantilla position, e-mail address/es and contact number/s.
4 - Indicate the total number of employees to include part-time or full-time basis, regular, contractual and casual employees.
5 - State the Total Annual ICT Budget (as reported per GAA for SUCs) for the current fiscal year.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
Page 7 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
For HEIs owning other Institutions like review centers, research facilities, etc.
ORGANIZATIONAL UNIT
NAME
OF
AGENCY HEAD
DESIGNATED
IS PLANNER
NAME
PLANTILLA
POSITION
NUMBER
E-MAIL
ADDRESS
CONTACT
NUMBER
OF EMPLOYEES
CURRENT
ANNUAL ICT
BUDGET
TADIAN CAMPUS
ADMIN BUILDING
ACADEMIC BUILDING
DR. REXTON F.
CHAKAS
GEOFFREY ALVIN L.
TICANGAN
ADMIN
ASSISTANTI
IGOROTDES
IGNS@GMAI
L.COM
No specific
budget for ICT –
09182774274
MPSPC@MP
SPC.EDU.PH
sources of funds
are from fund 101
and fund 164
For each organizational unit:
2 - List all campuses, regional/extension/field/provincial offices/campuses (if any) under the control and supervision of the Institution.
2 - Indicate the complete name of the Institution head.
3 - Indicate the complete name of the IS Planner of each unit, their respective plantilla position, e-mail address/es and contact number/s.
4 - Indicate the total number of employees to include part-time or full-time basis, regular, contractual and casual employees.
5 - State the Total Annual ICT Budget (as reported per GAA for SUCs) for the current fiscal year.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
Page 7 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
SECTION 1.2 THE HEI AND ITS ENVIRONMENT (FUNCTIONAL INTERFACE CHART)3
3
Illustrate the Institution and its linkages with its clientele, stakeholders, beneficiaries and other organizations/institutions whether in government, private or nongovernment institutions that greatly help/contribute in the attainment of the Institution’s MFOs.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
Page 8 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
SECTION 1.3 PRESENT ICT SITUATION (STRATEGIC CHALLENGES)4
Major decisions to be made in the Mountain Province State Polytechnic College are based on information coming from its campuses and
offices. MPSPC is encountering problems obtaining information from its campuses as well as its offices such as no central database on
information like enrolment, graduates, accreditation, researches and financial information. Further, interconnectivity of the offices in the
College is wanting thus communication is difficult and is only through personal mobile phones of employees. When there is a need to send
communications as soon as possible, electronic messages are the fastest way; however, internet connectivity in the Bontoc Campus is so
slow while in the Tadian campus, there is no internet connectivity.
While the College has its own official website being maintained by the MIS unit, such cannot be used for the dissemination of information
since most of the College’s clients don’t have internet connection. The site cannot also be used for intercampus and interoffice
communications due to difficulty in internet connectivity within the College itself.
There is a need for a centralized database on students, faculty, researches, extension activities, financial information and other
administrative information needed for decision making purposes as well as needed for the operation of the College. Such College-wide
database will facilitate easier discernment of data for management use.
Systems and procedures need to be streamlined so that students need not fall in line for a long time just to get their grades or register
during enrolment. They, in fact, need not go to the campus to do these things as these can be done on-line. Faculty members can also
submit their grades on line, update their personal data sheets on line and college officials can access this information on line. Further
submission of reports to oversight agencies can already be done on line through the website of the College or the agencies concerned.
Voice and data communication technologies can contribute to the coordination efforts of college officials and students within the campus.
The use of web-enabled applications will enhance the productivity of the offices to improve information sharing.
Most importantly, latest computers should be acquired for the College computer laboratories and offices for better performances and for
the students to have better technology experience. These computers should be installed with licensed system and application software for
credibility.
Finally, for all of these to be implemented, there should be an ICT manpower to be formed. Also the MPSPC personnel will have to be
empowered to efficient discharge their duties and have to be provided with relevant IT tools and training on applications to improve office
productivity.
4
Briefly describe in narrative form the current level of computerization of the Institution in terms of: (1) mission critical/frontline services, (2) office automation, and 3)
web presence. Institution should be able to assess the extent of ICT use within the organization, indicate percentage (%) of computer literacy, and computer ratio/density.
The narrative description presents the macro view of business operations and ICT situation e.g. inter-school or -agency applications, interoperability, standards, etc.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
Page 9 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
SECTION 1.4 STRATEGIC CONCERNS FOR ICT USE5
MAJOR
FINAL OUTPUT
MFO 1. Higher Education Services
CRITICAL
MANAGEMENT/OPERATING/
BUSINESS SYTEMS
provision of quality instruction
and adequate student services
On Enrolment
PROBLEMS
INTENDED
USE
OF ICT
Difficulty in classroom scheduling
Inaccuracy happens or overlapping of classrooms and
schedules in classroom scheduling
Time consuming enrolment process
Acquisition of Enrolment
System and Curriculum
Information System
Poor monitoring of assessment and payment of fees
of students in Tadian Campus
On Library Services
confusing subject load
Difficulty in acquiring books as per CHED
requirements
Integration of E-library
Difficulty in monitoring library operations and
resources
5
Instructions (Examples are provided in each column for your reference):
1 - List each MFO which can be enhanced or facilitated by the adoption of ICT. In case the MFO approved by DBM is too broad, please cite the specific product or service
under each MFO that can be enhanced or facilitated through ICT.
2 - Describe the actual business operations/activities performed by the organization in relation to Col. 1.
3 - Refers to the barriers/obstacles that hinder or cause delay in the performance of the business operations/activities identified in Col. 2.
4 - Indicate the intended ICT solution to address the problems cited in Col. 3.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
Page 10 of 52.
SECTION 1.4 STRATEGIC CONCERNS FOR ICT USE5
MAJOR
FINAL OUTPUT
CRITICAL
MANAGEMENT/OPERATING/
BUSINESS SYTEMS
PROBLEMS
INTENDED
USE
OF ICT
MFO 1. Higher Education Services
…continuation
provision of quality instruction
and adequate student services
On Graduate Tracer
Difficulty in assessing the employability graduates
produced by the College
Difficulty in communicating and coordinating activities
with the College alumni
Inability to migrate to better hardware/software
platforms
On Laboratory and Office
Computers and ICT equipment
MFO 2. Advanced Education
Services
On Faculty Development
Programs
Difficulty in accessing software upgrades
Lack of computers and multimedia equipment for
laboratories
Difficulty in the assessment of faculty scholar
performance and status
Graduate Tracer Study
Information System
Standardization of
hardware/software
platforms
procurement of
computers, multimedia
facilities and licensed
software
Integration of Human
Resource Management
Information System
SECTION 1.4 STRATEGIC CONCERNS FOR ICT USE5
MAJOR
FINAL OUTPUT
MFO 3.Research Services
CRITICAL
MANAGEMENT/OPERATING/
BUSINESS SYTEMS
Conduct, presentation and
publication of researches
PROBLEMS
Difficulty in assessing and compiling research
proposals/ studies.
Difficulty in monitoring status of researches.
Difficulty in generating reports on the conducted
researches.
MFO 4. Extension Services
Conduct of Extension Services
INTENDED
USE
OF ICT
Integration of Research
and Extension
Management
Information System
Difficulty in monitoring the impact of extension
projects to the community
Difficulty in completing extension reports being
generated an
Support to Operations
Support Services
- Student support services
- Administrative Support
Services
Internet and Connectivity
Difficulty in monitoring student and administrative
support services
resulting to inconsistency of reports being submitted
Difficulty in communication and information sharing
among the College employees and students
Content Management
System
Subscription to fast
internet connection and
establishment of
network connectivity to
all offices
Assessment Project for HEMIS Implementation at the Institutional Level
SECTION 2 RESOURCE REQUIREMENT
SECTION 2.1 DEPLOYMENT OF ICT EQUIPMENT AND SERVICES6
ITEM
NAME OF OFFICE/
Existing
PROPOSED NUMBER
ORGANIZATIONAL UNITS2
Number of
OF UNITS3
1
YEAR 1
Units
YEAR 2
YEAR 3
1. Hardware
Mainframe
Server
File Server
Database Server
MIS
MIS
1
1
2
3
Application Server
Web Server
MIS
1
MIS
MIS
1
2
1
1
Antivirus Server
Gateway
Firewall
Email Server
Domain Name Service Server
DHCP Server
Desktop PC
GASS, Higher Ed, Research &
Extension
101
100
50
6 Instructions:
1.
2.
Describe in general terms the ICT equipment to be deployed (e.g. laptop, desktop). Please do not include detailed technical specifications.
Existing ICT inventory should be listed separately. Please refer to Part II. For those who have accomplished the 2012 MITHI ICT Resources
Survey, kindly update, completeand transfer the datatoPart II of this survey (Annex A-5 in the 2012 MITHI ICT).
Indicate the location where the ICT equipment will be deployed.
3.
Specify the number of units to be deployed.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
Page 13 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
ITEM
NAME OF OFFICE/
Existing
ORGANIZATIONAL UNITS2
Number of
1
PROPOSED NUMBER
OF UNITS3
YEAR 1
Units
Laptop / Notebook / Notebook PC
MIS, Registrar, Cashier, Accounting
20
YEAR 2
YEAR 3
8
Lightweight Laptop
Tablet PC
Printer
Multi-function Printer
MIS, Registrar, Cashier, Satellite Campus
Wide-format Printer or Plotter
MIS, Sattelite Campus
Network Printer
Computer Labs
Printer only
2.
5
2
5
37
Other IT Equipment and Peripherals
Book Scanner
2
Microfiche / Microfilm Reader
Mobile Phone (incl. smart phones)
Digital Camera
MIS
4
4
Small Scanner (e.g. flatbed scanner)
Storage Array
Hard Disk for Storage Array
1
1
Heavy Duty Duplicating Equipment
Hard Disk (SCSI)
Hard Disk (SATA/PATA)
Enclosure. Rack Mount
External Hard Drive
Smart Card Reader
Multimedia Projector (portable)
MIS, Records, HRMO, Registrar,
Accounting
MIS
GASS, Higher Ed, Research &
Extension
CCTV System
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
5
15
30
5 sets
Page 14 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
ITEM
1
NAME OF OFFICE/
ORGANIZATIONAL UNITS2
Existing
Number of
PROPOSED NUMBER
OF UNITS3
Units
Generator Set
Both MPSPC Campus
3. Networkand Telecommunications
Router
Core Switch
Switch Hub
Firewall
Comp. Labs, MIS, HRMO,
Registrar
Uninterruptible Power Supply (UPS) ,
Rack Mount
Digital Line Subscription
Structured Cabling
Internet Connectivity (in MBPS)
YEAR 1
2
1
8
20
8
8
8
33
20
20
20
20
YEAR 2
1
1
20
10MBPS
Main Campus
Main Campus
4. Software Requirements
Desktop OS
Network OS
100
GASS, Higher Ed, Research &
Extension
Development Languages
DBMS
MIS
MySQL/LSV
PosgresSQL/LSV
MariaDB
MS SQL Server
Office Productivity
Open Office
MS Office
Desktop Publishing
GASS, Higher Ed, Research &
Extension
GASS, Higher Ed, Research &
Extension
50
5
All
Operating
Systems
and
Application
Software
are not
licensed
1
1
100
50
50
50
YEAR 3
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
Page 15 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
ITEM
NAME OF OFFICE/
Existing
PROPOSED NUMBER
ORGANIZATIONAL UNITS2
Number of
OF UNITS3
1
YEAR 1
Units
GIS Software
Engineering Department
20
YEAR 2
YEAR 3
20
Antivirus
Web Browser
Mozilla Firefox
Opera
Other Software Package
OpenProj / LSV
MS Visio 2010 (latest Version)
5. ICT Services
Student Information & Accounting System
Registrar, Cashier, Accounting
Human Resource Information System
HRMO
Faculty Development Information System
HRMO
Equipment and Supplies Inventory System
Supply
Project Management System
MIS
Document Tracking System
Records
Knowledge Portal
MIS
Electronic New Government Accounting System Accounting
(ENGAS)
Others, please specify (continue on a separate
sheet if necessary)
Graduate Tracer Study Information System
Research and Extension Information System
E-text communication System
State of the Art Multimedia Center
1
1
1
1
1
1
1
1
1
MIS
RDE
MIS
GASS & Higher Ed
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
1
1
1
1
Page 16 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
SECTION 2.2 ICT ORGANIZATIONAL STRUCTURE
2. Existing ICT Organizational Structure7
No Existing
7
Draw your existing ICT Organizational Structure. Indicate number of permanent, contractual, outsourced or project-based manpower by position. (Example: Computer
Programmer III: permanent = 0, contractual = 10, outsourced = 5, project-based = 2)
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
Page 17 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
3. Proposed ICT Organizational Structure8
MIS Director
ITO II
ICT Director – ITO I
(2) Permanent IT Technician
(1) Permanent Network
Computer Maintenance
Administrator – Computer
Technologist I
Maintenance Technologist II
(1) Permanent IS
Programmer-
(1)Permanent
(1) Multimedia
Website
Artist
Computer
Programmer II
Administrator
Computer
(1) Project-based
programmer – Computer
Computer
Programmer II
Programmer I
Programmer II
8 Illustrate your proposed ICT Organizational Structure. Indicate number of permanent, contractual, outsourced or project-based manpower by position
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
Page 18 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
4. Placement of the Proposed ICT Organizational Structure in the Institution’s Organizational Chart9
MIS Director – ITO II
ICT Director – ITO I
(2) Permanent Comp Technician Computer Maintenance
Technologist 1
(1) Contractual
(1) Permanent Network
Administrator – Computer
Maintenance
Technologist II
(1) Contractual
(1) Permanent
Website
Administrator Computer
Programmer II
(1) Permanent
Multimedia
Artist Computer
Programmer II
(1) Permanent IS
ProgrammerComputer
Programmer II
(1) Project-based
programmer – Computer
Programmer I
9
Show how your proposed ICT organizational structure will be placed in the Organizational Chart. Specify what office will have direct supervision and control
over it.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
Page 19 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
SECTION 3 DEVELOPMENT AND INVESTMENT PROGRAM
SECTION 3.1 SUMMARY OF INVESTMENTS
BUDGET ITEM/
ACCOUNT1
EXISTING
PHYSICAL
COST
YEAR 12
PHYSICAL
TARGETS
COST
YEAR 22
PHYSICAL
TARGETS
COST
YEAR 32
PHYSICAL
TARGETS
COST
1. Office Productivity
A. Maintenance and Other Operating
Expenses (MOOE)
LEASE OF LAPTOPS
Office productivity tools
2. Internal ICT Project 1
A.
B.
CAPITAL OUTLAY
Hardware
Other
office
equipment Civil works
/ Building
Maintenance
and
Other
Operating Expenses (MOOE)
Software subscription
Internet service
Systems development
130
27
1
6,389,333
1,681,177
10,000,000
52
2
3,113,333
1,120,000
277
121
6
2,619,860
1,790,000
6,000,000
70
919,500
5
5,000,000
Office supplies
Fill-out Instructions:
1- Please include continuing costs of existing operational applications/information systems/databases.
2- Indicate the physical targets and corresponding estimated cost needed for each budget item.
1
613,333
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
Page 20 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
BUDGET ITEM/
ACCOUNT1
EXISTING
PHYSICAL
COST
YEAR 12
PHYSICAL
TARGETS
YEAR 22
COST
3. Cross-Agency ICT Project 1
A. CAPITAL OUTLAY
Hardware
Civil Works
B. Maintenance
and
Other
Operating Expenses (MOOE)
Software subscription
Professional services
Training
4. Continuing Expenses for Existing Systems
A.
Maintenance
and
Other
Operating Expenses (MOOE)


Software subscription
Internet service
277
1
2,619,860
780,000
PHYSICAL
TARGETS
YEAR 32
COST
PHYSICAL
TARGETS
COST
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
Page 21 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
PART II ICT INFRASTRUCTURE INVENTORY
INSTITUTION NAME: Mountain Province State Polytechnic College
Respondent (IS Planner/CIO/MIS Head)10: IS Planner
Position / Designation: Admin Aide III
Division/Section/Unit: MIS Office
Mobile/Telephone/Fax Number: 09182774274
Respondent’s Email Address: igorotdesigns@gmail.com / mpspc@mpspc.edu.ph
OBJECTIVES:
1.
1.
To identify the hardware, software, network and other ICT resources being used to manage
information by SUCs and HEIs;
2.
To update existing benchmark and standards; and
3.
To provide inputs to the MITHI Steering Committee in determining the ICT budget
requirements of the agency.
HARDWARE / OTHER ICT EQUIPMENT
Fill-out Instruction:
Please count all existing computing devices and peripherals owned or leased by your office that are
functioning including those acquired through projects. In case of multi-year contract for leased units, then
just write the number of units under the appropriate year when the leased units were acquired. Do not
include in succeeding years unless another batch was leased. Reference year is last year. Kindly replace
“last year” and preceding years by the actual year number. For example, if last year is 2014, then write
2014 under the 1st column. For last 2 years, write 2013 and for last 3 years, write 2012.
10
In case all three positions are occupied by different persons, then the IS Planner should have priority in answering this
survey.
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 22 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
1.1 Number of Computing Devices and Peripherals by Type and by Year Acquired
TOTAL NUMBER OF FUNCTIONING UNITS BY YEAR ACQUIRED
TYPES
<2014>
Owned
<2013>
Leased
Owned
<2012>
Leased
Owned
Before
Leased
2011
Mainframe
Servers
1
1
1
1
20 (new)
107
Desktop PC
22 (new)
14 (new)
Laptop / Notebook / Netbook PC
6 (new)
1 (new)
18
Mobile Phone11 (incl. smart phones)
Tablet PC
Multi-function printer (print, copy, etc.)
Printer only
23
12 (new)
3 (new)
10 (new)
2 (new)
1 (new)
Digital Camera (Include DSLR, if any)
Wide-format Printer or Plotter
Small Scanner (ex. flatbed scanner)
Smart Card Reader
Wide-format Scanner
External Hard Drive
Generator Set
Others, please specify (continue on a
separate sheet if necessary)
11
Count only the mobile phones owned or leased by your Institution.
4
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 23 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
1.2 Number of Computing Devices and Peripherals by Usage
General
Operations
Administration and
Support Services
TYPES
Employees
Training
Frontline
Support to
Services13
Operations12
Projects
(Not agencyfunded)
Servers
Desktop PC
Laptop / Notebook / Netbook PC
Multi-function printer (print, copy, etc.)
Printer only
1.3 Number of Servers by Capacity and by Location
LOCATION
TOTAL CAPACITY OF HDD
IN-HOUSE
CO-LOCATED
Above 4 TB
2 TB to 4 TB
Below 2TB
2.
1
SOFTWARE, APPLICATION SYSTEMS, INFORMATION SYSTEMS AND DATABASES
2.1.1
OS for Stand-alone PCs (desktops and laptops)
OPERATING SYSTEM
Lifetime License?14
If not, write below the year of expiration
Older than Windows XP
Windows XP
CPD Marketing, Complex Marketing
Windows Vista
Windows 7
Windows 8 and up
Linux
Mac OS
2.1 Operating Systems
12Those
used in planning, coordination, internal training, monitoring and evaluation.
13 Those
used by external clients.
14 Mark
if yes. Examples are OEM license (software is already installed in the hardware) and Enterprise (Perpetual) license,
which does not require renewal and is for life long. (Source: http://www.manageengine.com/products/servicedesk/help/adminguide/configurations/software/software-license-type.html)
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 24 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
OPERATING SYSTEM
Lifetime License?14
If not, write below the year of expiration
Mac OS X
Others, please specify (continue on a
separate sheet if necessary)
2.1.2 OS for Workstations (desktops and laptops)
OPERATING SYSTEM
Lifetime License?
If not, write below the year of expiration
Older than Windows XP
Windows NT
Windows XP
Windows Vista
Windows 7
* Most Workstations
Windows 8 and up
Solaris
Linux
Mac OS
Others, please specify (continue on a
separate sheet if necessary)
2.1.3
OS for Servers
OPERATING SYSTEM
Lifetime License?
If not, write below the year of expiration
Windows NT
Windows 2000
Windows Server 2003
Windows Server 2008
Windows Server 2012
Solaris
OpenSolaris
OS/2
Linux
Mac OS X Server
Others, please specify (continue on a
separate sheet if necessary)
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 25 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
2.2 Office Automation Software
SOFTWARE / APPLICATION PACKAGE
Lifetime License?
If not, write below the year of expiration
Older than MS Office 2003
MS Office 2003
MS Office XP
MS Office 2007
MS Office 2010
MS Visio
MS Project
Open Project
Open Office
Others, please specify (continue on a
separate sheet if necessary)
2.3 Operational15 Oversight / Administrative Systems (please refer to the examples16 below).
NAME OF SYSTEM
Own
DEVELOPMENT
Intellectual
Property,
PLATFORM
(ex.LAMP, .Net,
Y or N? 17
Java)
(Please list down
the name/s of your
administrative
system/s)
SIAS
15Include
Y
Foxpro
WORKING
ENVIRONMENT
18
(Use codes
USE19
MAINTENANCE
COST
below)
C
(Pls. write
codes only;
refer below)
1,4
only those currently being used by your office or agency.
16 Payroll
System, 201 File Information and Promotion System, Vehicle Monitoring System, Document Tracking System,
Attendance and Leave Monitoring System, Financial Management Information System, Inventory System, Records
Management System
17Write Y for Yes if your agency has intellectual property right to the system. Write N for No.
18WORKING
ENVIRONMENT: S - Stand alone; C – Client-Server; W - Web-based
19USE:
1 – Public Financial Management; 2 – Citizen Frontline Services; 3 – Ease of Doing Business; 4 – Higher Education; 5 –
Basic Education; 6 - Health; 7 – Justice, Peace and Order; 8 – Energy; 9 – Land and Other Geospatial Information; 10
– Disaster and Climate Change Management; 11 – Public Works and Transport; 12 – iGov and ICT Infrastructure; 13 –
Transparency and Citizen’s Participation; 14 – Citizen Registry; 15 – Others, please specify.
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 26 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
NAME OF SYSTEM
(Please list down
the name/s of your
administrative
system/s)
Own
DEVELOPMENT
Intellectual
Property,
PLATFORM
(ex.LAMP, .Net,
Y or N?17
Java)
WORKING
ENVIRONMENT
18
(Use codes
below)
USE19
MAINTENANCE
COST
(Pls. write
codes only;
refer below)
(please continue on a
separate sheet if
necessary)
2.4 Operational20 Strategic Information Systems (please refer to the examples21 below).
NAME OF SYSTEM
Own
DEVELOPMENT
WORKING
(Please list down
the name/s of your
Intellectual
Property,
PLATFORM
(ex. LAMP, .Net,
ENVIRONMENT23
strategic system/s)
Y or N?22
Java)
(Use codes
USE24
MAINTENANCE
COST
(Pls. write codes
only; refer below)
below)
None
(please continue on a
separate sheet if
necessary)
20
Include only those currently being used by your office or agency.
21eCensus,
Electronic Filing and Payment System, eTIN, Government e-Procurement System, Automated Customs
Operations System, Electronic Customs Clearance Facility, Licensure Examination & Registration Integrated System,
Machine Readable Passports and Visas, Philippine Land Registration and Information System, Government
Employees Management Information System, e-GSIS, eReal Property Tax System, Business Permit & License System,
iRegister, Hospital Operations and Management Information System
22
Write Y for Yes if your agency has intellectual property right to the database. Write N for No.
23WORKING
ENVIRONMENT: S - Stand alone; C – Client-Server; W - Web-based
24USE:
1 – Public Financial Management; 2 – Citizen Frontline Services; 3 – Ease of Doing Business; 4 – Higher Education; 5 –
Basic Education; 6 - Health; 7 – Justice, Peace and Order; 8 – Energy; 9 – Land and Other Geospatial Information; 10
– Disaster and Climate Change Management; 11 – Public Works and Transport; 12 – iGov and ICT Infrastructure; 13 –
Transparency and Citizen’s Participation; 14 – Citizen Registry; 15 – Others, please specify.
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 27 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
2.5 Databases (please include only existing databases)
Own
NAME OF
DATABASE
SIAS
Intellectual
Property,
Y or N?
Y
BRIEF
DESCRIPTION AND
KEY FIELDS25
Student
Information &
Accounting System
USE
DATABASE
MANAGEMENT
SOFTWARE26
USED
MAINTENANCE
(Pls. write codes
COST
only; refer below)
MYSQL
1,4
(please continue on
a separate sheet if
necessary)
3.
NETWORK
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
Does your agency have a Local Area Network (LAN)?
YES
Does your agency have an Intranet?
YES
If yes, does your agency have a Virtual Private Network (VPN)?
YES
Does your agency have a Wide Area Network (WAN)?
YES
Does your agency have a Private Automatic Branch Exchange (PABX or PBX)?
YES
If yes, what is the PBX set up?Private
Hosted
VoIP PBX or IP-PBX
YES
Is your agency connected to the Internet?
NO
NO
NO
NO
NO
Hosted IP
NO
What is/are your agency’s mode/s of access to the Internet? (Check all items that are applicable)
Dial-up
DSL
ISDN
Leased line
Mobile phone
Satellite
WiFi
Others, please specify________________________________
3.9 Who is (are) your Internet Service Provider(s)? If more than one, please state who is the primary and who is the
secondary provider? ____Smartbro_____________________________________________
3.10 What is the combined internet bandwidth (voice and data)? 10mbps_____________________________________
3.11 How many employees have access to the Internet in the office? 80%_________________________________________
3.12 How many employees have their own official e-mail address?_80%__________________________________________
3.13 Does your agency have a web site?
YES
NO
3.14 If YES, what is the URL of your agency’s web site? http://www.mpspc.edu.ph__________________________
4.
SECURITY, DISASTER RECOVERY & BACK-UP
4.1 Does your agency have a protection scheme for your ICT resources?
YES
NO
4.2 If YES, what is/are the measure/s being used by your office? (Check all applicable)
25Briefly
describe the purpose or importance of the database .
26 Examples
of DBMS are MS Excel, MS Access, MS SQL Server, MySQL, IBM’s DB2, Oracle SQL, Sybase SQL, Informix,
FoxPro
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 28 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
Security Policy / Guideline
Disaster Recovery Plan
Back-up power unit (e.g. UPS, Generator)
Digital signatures
Encryption
Off-site back-up
Hardware firewall
Physically restricted access to critical ICT equipment
Software firewall
Secure servers
Storage of back-up media in localities other than
the operating environment
Others, please specify
____________________________
Subscription to a security service (e.g. anti-virus
software, intrusion alert)
Regular ICT security training of employees
5.
DATA ARCHIVING
5.1 Does you agency have a data archiving system?
5.2 If yes, what type of data archiving system does your agency use?
Electronic
Manual
Both/Combination
YES
NO
5.3 If electronic data archiving is being utilized, what is the mode?
Conventional
Cloud
5.4 If conventional mode, what is the medium of storage of the archived data?
Optical disks (e.g. CD-Rom, DVD)
Hard Disk
Tape
External Hard Drive
Microfiche
Diskette
Others, please specify ______________________________________________________________
5.5 What information is archived by your agency electronically? (Check all items that are applicable)
Publications (Annual Report, Statistical Report,
etc.)
Audio-visual recordings
Maps
Letters, memorandumorders, communications, etc.
Unprocessed/Raw Data
Photographs
Public documents (civil registration forms,
passports, land titles, etc.)
Others, please specify ____________________________
_________________________________________________
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 29 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
6.
SPECIAL SOLUTIONS AND OTHER SERVICES
USE27
MAINTENANCE COST
(Pls. write codes only; refer
below)
SPECIAL SOLUTIONS PACKAGE
Geographic Information System
Automated Fingerprint Identification System
Cloud computing
CCTV System
Others, please specify
7.
DATA CENTER
7.1
7.2
7.3
7.4
8.
Does your agency have a data center?
YES
NO
If yes, how many sites? _______________________________________________________________________
Please check applicable maintenance set-up:
In-house
Outsourced
Does it have a back-up site?
YES
NO
ICT PROJECTS
8.1 Details of Ongoing ICT Projects
PROJECT NAME28
DESCRIPTION
PERIOD
COST29
(in mm/dd/yyyy)
(in
pesos)
Start
Date
End
Date
DEVELOPMEN
STATUS31
USE32
(Please write
codes only;
refer below)
(Please
write
codes
only; refer
below)
(Pls. write
codes
only; refer
below)
T STRATEGY30
None
27USE: 1 – Public Financial Management; 2 – Citizen Frontline Services; 3 – Ease of Doing Business; 4 –
Higher Education; 5 – Basic Education; 6 - Health; 7 – Justice, Peace and Order; 8 – Energy; 9 – Land and
Other Geospatial Information; 10 – Disaster and Climate Change Management; 11 – Public Works and
Transport; 12 – iGov and ICT Infrastructure; 13 – Transparency and Citizen’s Participation; 14 – Citizen
Registry; 15 – Others, please specify.
28PROJECT
NAME: In case an ICT project is divided in phases and its budget is given by phases, kindly list each phase as a separate project tagged as
<Project Name> Ph. 1, <Project Name> Ph. 2, and so on.
29COST: For ICT projects and project phases that ended in 2013 or earlier, kindly provide the actualcost in pesos and not the proposed cost.
30DEVELOPMENT STRATEGY: I – In-house; O – Outsourced; C – Combination
31STATUS: U – Under Development; D – For Deployment; O - Operational
32USE: 1 – Public Financial Management; 2 – Citizen Frontline Services; 3 – Ease of Doing Business; 4 – Higher Education; 5 – Basic Education; 6 - Health; 7 –
Justice, Peace and Order; 8 – Energy; 9 – Land and Other Geospatial Information; 10 – Disaster and Climate Change Management; 11 – Public Works and
Transport; 12 – iGov and ICT Infrastructure; 13 – Transparency and Citizen’s Participation; 14 – Citizen Registry; 15 – Others, please specify.
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 30 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
PROJECT NAME28
DESCRIPTION
PERIOD
COST29
(in mm/dd/yyyy)
(in
pesos)
Start
Date
End
Date
DEVELOPMEN
STATUS31
USE32
(Please write
codes only;
refer below)
(Please
write
codes
only; refer
below)
(Pls. write
codes
only; refer
below)
T STRATEGY30
8.2 Issues Encountered in the Implementation of ICT Projects
No budget or insufficient budget
Delay in the release of projects funds
Opposition or reluctance of stakeholders
Lack of support by management
Difficulty in recruiting and/or retaining qualified ICT
personnel
Low level of ICT skills among employees
Unavailability of required bandwidth to support system/s
Not used or seldom used by intended users and/or clients
Problems in contract management for outsourced services
Problems in procurement
Others,please specify
______________________________________________________________________________________________________
______________________________________________________________________________________________________
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 31 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
PART III OTHER RELATED CONCERNS
Items in Part III deal with system functions that may already be present in the prevailing Information
Systems currently being used in the HEI. It also deals with data sets that may already be available from
these systems which the HEI uses in developing their policies and aid in their decision-making.
YES
1. Does your Institution have a website?
If YES, what is your Uniform Resource Locator (URL)?
www.mpspc.edu.ph________________
2. Does your Institution have an email domain?
If YES, what is your email domain?
(e.g. @up.edu.ph)
NO
YES
NO
mpspc@mpspc.edu.ph_____________
3. Do you provide the following information to the public?
A.
B.
Enrollment Statistics
Course/ Curriculum
YES
YES
NO
NO
C.
Research
YES
NO
D.
E.
Awards/achievements
School facilities
YES
YES
NO
NO
F.
Faculty members
YES
NO
G.
Graduate statistics
YES
NO
Announcement/news
Admission procedures
YES
NO
NO
H.
I.
YES
CHED is looking at developing new systems that will enable HEIs for efficient administration of their
work and to improve CHED’s data gathering process for decision-making, planning and budgeting.
Salient features of these systems are indicated in the succeeding items.
4. Do you have an existing system that has the following features?
4.1. Curriculum Management
a.
Allows users to add, create and edit information on programs offered
by the institution.
CHED Survey Questionnaire
YES
NO
Page 32 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
b.
Allows users to add create and edit information Courses offered by
the institution.
c.
NO
YES
NO
YES
NO
Provides information on transfers such as; possible transfers, course
equivalencies, credit transfer information, etc.
d. Provides information on unit, course, and miscellaneous fees.
e.
YES
Other features that you think are essential for Curriculum Management:
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
4.2.Student Management
f. Contain Student Details such as name, birthday, contact detail, etc.
YES
NO
YES
NO
background, transfers if any, final grades, etc.
YES
NO
Allow students to list publications, ongoing and completed
researches, patents applied for and awarded, etc.
YES
NO
j.
Facilitate section/block management of student.
YES
NO
k.
Ability to keep track of any additional degrees.
YES
NO
g. Manage a student’s financial profile including tuition fees paid,
miscellaneous fees, etc.
h. Manage a student’s academic profile such as educational
i.
l. Other features that you think are essential for Student Management:
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
4.3.Faculty Management
m. Contain Faculty personal profile such as name, birthdate, contact
details, etc.
n. Capture qualifications and employment profile of faculty such as
CHED Survey Questionnaire
YES
NO
YES
NO
Page 33 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
educational attainment, publications, ongoing and completed
researches, patents applied for and awarded, and his overall
curriculum vitae.
o. Creation of organizational charts.
YES
NO
p.
Monitor Faculty Workload both instructional and non-instructional.
YES
NO
q.
Facility for the faculty member to update his/her personal profile.
YES
NO
r.
Ability to cater to all Time allocation of faculty members such as,
YES
NO
advising time, research, extension, committee membership, etc.
s. Other features that you think are essential for Faculty Management:
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
5. Do you have an existing system that has the following features?
5.1. Graduate Tracer Study Information System
a. Keeps the data of the graduate which includes: personal data,
educational background, performance on school, field of work.
YES
NO
Allow the graduates to maintain a personal profile with a track record
of his achievements with regards to his education and employment.
YES
NO
Keeps a profile of companies collaborating with HEIs for the
deployment of graduates.
YES
NO
d.
Allow companies to have accounts and post job openings.
YES
NO
e.
Allow companies to post feedbacks on the graduates of the HEI.
YES
NO
f.
Other features that you think are essential for Graduate Tracer Study Information System:
b.
c.
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
CHED Survey Questionnaire
Page 34 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
6. What information do you currently have with regard to your graduates?
Personal Information
Certificates / Trainings / Seminars
Educational background
Scholarships / Awards / Achievements
Researches
EmploymentDetails
Company
Address
Position
Email
Telephone Number
Others, pls. specify:
____________________________________________________________________________________________________
____________________________________________________________________________________________________
7. What information do you currently have with regard to your faculty and researchers?
(Research and Extension Management)
Research Name or Subject
Research Contents
Industry / Category of the Research
Research Requirements
Researcher’s Name
Research Funding
Researcher’s Position
Involvement of Community
Publications
Commercial Application
Practical Application
Others, pls. specify:
____________________________________________________________________________________________________
____________________________________________________________________________________________________
8. Do you have an existing system that has the following features?
8.1. Research and Extension Management System
a.
Users can apply for research grants.
YES
NO
b.
Users can send their research proposals for approval.
YES
NO
c.
An inventory of the research facilities of the HEI.
YES
NO
d.
Allow companies to have accounts and post job openings.
YES
NO
e.
Allow companies to post feedbacks on the graduates of the HEI.
YES
NO
g. Other features that you think are essential for Research and Extension Management System:
_________________________________________________________________________________________
_________________________________________________________________________________________
CHED Survey Questionnaire
Page 35 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
9. Based on your institution’s experience, when applying for a research grant, how long does
CHED usually take to approve an application?
1 month
4 months
2 months
5 months
3 months
6 months
7-12 months
10. What are your institution’s basic requirements for each teaching rank? In the table below tick the
corresponding box whether or not your institution uses this standard as a requirement. Should
you tick yes, please indicate the specific number your institution requires.
10.1 Requirement for INSTRUCTOR
a.
Number of Publications in ISI/Scopus indexed journals
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
If YES, enter the required number: __________
b.
Number of Publications in ISI/Scopus indexed Conference Proceedings
If YES, enter the required number: __________
c.
Number of Publications in Refereed Journals
If YES, enter the required number: __________
d.
Number of years of service
If YES, enter the required number: __________
e.
Number of patents
If YES, enter the required number: __________
f.
Total amount of research funds
If YES, enter the required number: __________
CHED Survey Questionnaire
Page 36 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
10.2 Requirement for ASSISTANT PROFESSOR
a.
Number of Publications in ISI/Scopus indexed journals
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
If YES, enter the required number: __________
b.
Number of Publications in ISI/Scopus indexed Conference Proceedings
If YES, enter the required number: __________
c.
Number of Publications in Refereed Journals
If YES, enter the required number: __________
d.
Number of years of service
If YES, enter the required number: __________
e.
Number of patents
If YES, enter the required number: __________
f.
Total amount of research funds
If YES, enter the required number: __________
10.3 Requirement for ASSOCIATE PROFESSOR
a.
Number of Publications in ISI/Scopus indexed journals
If YES, enter the required number: ___1_______
b.
Number of Publications in ISI/Scopus indexed Conference Proceedings
If YES, enter the required number: ___1_______
c.
Number of Publications in Refereed Journals
If YES, enter the required number: ____1______
d.
Number of years of service
If YES, enter the required number: ____5______
e.
Number of patents
If YES, enter the required number: __________
f.
Total amount of research funds
If YES, enter the required number: __________
CHED Survey Questionnaire
Page 37 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
10.4 Requirement for PROFESSOR
a.
Number of Publications in ISI/Scopus indexed journals
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
If YES, enter the required number: ___1_______
b.
Number of Publications in ISI/Scopus indexed Conference Proceedings
If YES, enter the required number: ___1_______
c.
Number of Publications in Refereed Journals
If YES, enter the required number: ____1______
d.
Number of years of service
If YES, enter the required number: ____5______
e.
Number of patents
If YES, enter the required number: ___1_______
f.
Total amount of research funds
If YES, enter the required number: ___1_______
CHED Survey Questionnaire
Page 38 of 52.
Assessment Project for HEMIS Implementation at the Institutional Level
PART IV BEST PRACTICES
SECTION 1 ICT BEST PRACTICES
Below is a checklist33that the panel judges may use to evaluate the HEI who have institutionalized
some ICT Best Practices. Tick the corresponding box whether or not a specific best practice is standard
praxis in your Institution.
REF
RISK AREA
No.
1
BEST PRACTICE / ASSOCIATED
CONTROLS
Financial Management
1.1 Appropriate budgeting process set
to enable provision of ICT
services; e.g. ICT project costs for
the prevailing academic year is in
congruence to the requirements
set out in the ISSP. Review for
overspend or underspend in the
previous academic year is
conducted so that it taken into
account when producing the
prevailing year’s budget.
PRACTICED IN
THE INSTITUTION
YES
NO
YES
NO
YES
NO
Consequences if control is not in
place: insufficient budget to meet
ICT requirements.
1.2 Budget monitoring of ICT costs on
a regular and ongoing basis.
Appropriate action is taken to
address potential overspends.
Consequences if control is not in
place: overspend on some
projects that would adversely
impact other ICT projects in the
pipeline.
2
33
Value for Money
2.1. Value for money is taken into
consideration when ICT services
or equipment are procured; e.g.
the Institution’s procurement
guidelines are followed, value for
money taken into account when
choosing current technical
support, extended warranties or
service agreements are taken out
Wakefield Council, September 2014, ICT Arrangements – Best Practice, pp. 2-8.
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if there is sufficient reason that
these do not provide value for
money.
Consequences if control is not in
place: value for money may not
be obtained.
3
Strategic / Operational
Management of the ICT
Function
3.1. The Institution has an approved
ISSP or similar document that is
periodically updated.
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
Consequences if control is not in
place: the Institution may not
have the most appropriate ICT
resources.
3.2. IT Management and Staff are
suitably qualified and
experienced.
Consequences if control is not in
place: ICT services provided may
not be up to standards.
3.3. IT functions are underpinned by
appropriate policies and
procedures covering the
acceptable limits of IT activities;
e.g. a policy on Use of Electronic
Equipment.
Consequences if control is not in
place: it may make it difficult to
impose discipline on misuse of
electronic equipment by the staff.
4
Software License Agreements
4.1 Record of software licenses and
regular checking to ensure all
relevant software licenses have
been obtained.
Consequences if control not in
place: software licenses may be
either not in place or no longer
valid.
4.2 Facilities for software installation
are restricted to authorized
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personnel or System
Administrators.
Consequences if control not in
place: unauthorized or
unlicensed software may be
installed onto the Institution’s
system.
5
Protection of the Server
5.1. Adequate protection against fire,
flood, humidity, power failure,
etc.
(E.g. the server room has such
items as fire alarms, fire
extinguishers, humidity
detectors, air conditioning units,
UPS units)
YES
NO
YES
NO
YES
NO
YES
NO
Consequences if control not in
place: the file server may be
damaged, resulting in the
Institution’s ICT network being
inoperative.
5.2. Disaster recovery / BCP plans are
in place and periodically tested.
Consequences if control not in
place: the HEI may not be able to
quickly recover ICT facilities in
the event of a disaster.
6
Protecting Electronic
Equipment from Theft
6.1. An up-to-date inventory of
electronic equipment.
Consequences if control is not in
place: theft of ICT or electronic
equipment may not be detected.
6.2. Security marking of all ICT and
electronic equipment. Physical
security measures are in place
including alarms, location of
equipment on upper floors, locks
on doors, etc.
Consequences if control is not in
place: increased likelihood of
theft occurring.
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6.3. Adequate insurance of ICT or
electronic equipment.
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
Consequences if control is not in
place: insufficient insurance
coverage to replace ICT
equipment in the event of theft or
damage.
7
Security of IT Systems
7.1. There is a policy enforced over
the use of portable media.
Consequences if control is not in
place: data may be lost if not
backed up or if the portable
media is lost or gets corrupted.
Data might also be stored on
external equipment that is not
secure.
7.2. Firewalls are configured by
competent personnel and
installed on ICT systems. Firewalls
are physically protected from
damage or tampering, etc.
Consequences if control is not in
place: unauthorized access may
be gained to the Institution’s
network from the internet.
7.3. Individual password controls on
computers and ICT systems which
are regularly changed.
Consequences if control is not in
place: unauthorized access may
be gained to computers and ICT
systems.
7.4. Monitoring software installed on
ICT equipment in order to identify
any unauthorized access attempts
or inappropriate use of
equipment.
Consequences if control is not in
place: misuse of ICT equipment or
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attempted misuse may not be
readily identified.
7.5. Network administration and
maintenance by qualified
personnel; e.g. there is a contract
or SLA for computer network
maintenance, which includes the
timescales for rectifying faults;
periodic meetings with the
contractor are held.
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
Consequences if control is not in
place: network administration and
maintenance provided may not be
up to standard.
7.6. Standard patching procedures are
in place.
Consequences if control is not in
place: software patches and
upgrades may not be readily
identified and installed in a timely
manner.
7.7. Antivirus software with updated
virus signatures are installed on all
computers and servers.
Consequences if control is not in
place: computer viruses may
infect computer systems, causing
damage, loss of data or
compromising system security.
7.8. Secure website access controls
are in place.
Consequences if control is not in
place: inappropriate or inaccurate
information may be published on
the Institution’s website.
7.9. Backup arrangements are in
place.
Consequences if control is not in
place: data may be lost.
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8
Disposal of ICT Equipment
8.1. All computer files are scrubbed
during decommissioning of ICT
equipment.
YES
NO
Consequences if control is not in
place: confidential or sensitive
data may fall into the wrong
hands.
SECTION 2 IS BEST PRACTICES
Based on your Institution’s experience, below is a template that may be used to document the IS Best
Practices that are being adopted in the Institution.Continue on a separate sheet or provide additional
page.Attach a copy of supporting documents like pictures, Certificates among others, for each IS entry.
IS Name:
STUDENT INFORMATION AND ACCOUNTING SYSTEM
Description:
The system maintains and process student data: personal information; financial-related
information; students academic performances, etc. It also includes curriculum and faculty loading.
The system generates reports such as OTR and other items related to student records.
Benefits:
Speed-up enrollment process
Automated report generation
Target Users / Beneficiaries: students, faculty, cashier’s office, registrar’s office, and accounting office
Number of Users
Year Implemented: 2006
Budget: 500,000
Source of Fund: fund 101
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SECTION 3 LEVEL OF MATURITY
Grounded on the overall assessment of ICT implementations in your Institution, rate the level of
maturity based on the criteria defined in the succeeding text. This has been adopted from Carnegie
Mellon University – Software Engineering Institute’s CERT® Resilience Management Model (CERT-RMM)
which is focused on the maturation of organizational maturity and reflects best practices from industry
and government for managing operational efficiency and resilience across the disciplines of
information management, business continuity management, and aspects of IT operations
management. Definitions and attributes of each of the six Maturity Indicator Levels (MILs) are as
follows:
1.
MIL0 Incomplete indicates that processes are not institutionalized.
2.
MIL1 Performed indicates that some best practices are being performed. MIL1 means that
there is sufficient and substantial support for the existence of the practice. Once MIL1 is
attained, questions related to higher MILs can be asked to determine if the practice is
institutionalized to higher degrees of maturity.
3.
4.
MIL2 Planned indicates that a specific practice is not only performed but is supported by
sufficient planning, stakeholders, and relevant standards and guidelines. A planned process or
practice is
a. established by the Institution;
b.
planned;
c.
supported by stakeholders; and
d. supported by relevant standards and guidelines.
MIL3 Managed indicates that a specific practice is performed, is planned, and has the basic
infrastructure in place to support the process. A managed process or practice
a. is governed by the Institution;
b.
is appropriately staffed and funded;
c.
is assigned to staff who are responsible and accountable for the performance of the
practice;
is performed by staff who are adequately trained to perform the practice;
d.
e.
5.
6.
produces work products that are expected from performance of the practice and are
replaced under appropriate levels of configuration control; and
f. is managed for risk.
MIL4 Measured indicates that a specific practice is performed, planned, managed, monitored,
and controlled. A measured process or practice is
a. periodically evaluated for effectiveness;
b.
monitored and controlled;
c.
objectively evaluated against its practice description and plan; and
d.
periodically reviewed with higher level management.
MIL5 Defined indicates that a specific practice is performed, planned, managed, monitored,
controlled, and consistent across all internal constituencies who have a vested interest in the
performance of the practice. A defined process or practice ensures that the Institution reaps
the benefits of its consistent performance across organizational units and that all
organizational units can benefit from the improvements realized in any organizational unit. At
MIL5, a process or practice
a.
is defined by the Institution and tailored y individual operating units within the
Institution for their use; and
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b.
7.
is supported by improvement information that is collected by and shared among
operating units for the overall benefit of the Institution.
MIL6 Shared indicated that a specific practice is performed, planned, managed, monitored,
controlled, and consistent across all internal and external constituencies who have a vested
interest in the performance of the practice. A shared process or practice ensures that the
community reaps the benefits of consistent performance of the practice across many
organizations bund by the community (e.g. because they collectively provide shared service
such as the use of common Enrollment and Accounting System deployed on hybrid cloud used
by 5 HEIs in a geographical region) and that all of the community’s organizations can benefit
from improvements realized in any community organization. At MIL6, a process or practice is
a.
Defined by the community and tailored by the community’s organizations for their
use; and
b.
Supported by improvement information that is collected by and shared among
organizations for the overall benefit of the community.
Level of Maturity (tick one only):
MIL0: Incomplete
MIL1: Performed
MIL2: Planned
MIL3: Managed
MIL4: Measured
MIL5: Defined
MIL6: Shared
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ANNEX A DEFINITION OF TERMS34
The terms and phrases used in the Survey shall be understood to mean as follows:
Agency
Refers to any bureau, office, commission, authority, or instrumentality of
the national government, including government-owned or–controlled
corporations (GOCC), authorized by law or by their respective charters to
contract for or undertake information and communications technology
networks and databases, infrastructure or development projects.
Application System
Refers to a group of related activities or processes designed to support a
very specific function (e.g. Payroll System, Accounting System, etc.). It is
referred to as “computer-based information system” prepared for the
organization to process tasks that are unique to the particular needs or
“tailor fit” for the particular operation
Biometrics
The science and technology of measuring and statistically analyzing
biological data. In ICT, it refers to technologies for measuring and
analyzing human body characteristics such as fingerprints, eye retinas and
irises, voice patterns, facial patterns and hand measurements, especially
for the authentication of someone. (“What is?Com’s Encyclopedia of
technology Terms; Que Publishing 2002)
Business Process
A collection of business transactions between business partners and/or
internal activities within one business. These transactions and/or activities
together support the objective of the business process.
Computing Scheme
May be classified into two, namely stand-alone or independent systems,
and networked systems.
A. Stand-alone or Independent Systems - a computing scenario
wherein a computer system runs an application system or IS
independent of other systems. The operating system, application
program and database are resident in the same computer and not
dependent on other computer systems.
B. Networked Systems - a computing scenario wherein computers,
printers and other devices are linked together, allowing users to
exchange and share information and resources. Networking is
classified as follows:
1. Local Area Networking (LAN) – This is confined to
moderate sized geographic areas such as one office,
building, warehouse or campus. LAN can operate in
different computing scenarios, namely:
34
‘Definition of Terms’, DOST-ICTO ISSP Template (Revised 2014), pp. ii-a – ii-e.
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i. Centralized - is a networking characterized by:
One site supplying all information
processing
Information integrated at one location
Development of software and control are
integrated at one location
ii. Centralized-Distributed - where the database in a
central server is divided into disjoint (nonoverlapping) partitions. Each partition (also called
a fragment) is assigned to a particular remote
site. In this scenario, the data is moved closer to
local users and is more accessible.
iii. Open Systems - can be ported across a wide
range of systems and inter-operate with other
application on local and remote systems and
interact with other users, which facilitate user
portability.
iv.
Client-Server - the most recent approach in
networking wherein the logic of the application is
divided between a front-end computer (called the
client) and a back-end computer (called a server).
The client generally provides and uses
information while the server retrieves, selects,
sorts, calculates, sends only needed data and
manages the database.
2. Wide Area Networking (WAN) - which usually consists of a
series of complex packet switches interconnected by
communication lines and spans large geographical
distances.
Content Management
Software
Software used to manage the content of the website and consists of two
(2) elements: the content management application (CMA) and the content
delivery application (CDA). It enables one to add/or manipulate content
on a website. (p.5 NCC Government Website Workshop Manual)
Data Warehouse
Stores data from current and previous years that has been extracted from
the various operational and management databases of an organization.
Data Archiving
An effort to avoid database chaos, intended to let organizations cull old
data from their rational databases in a way that allows it to be easily
restored if necessary. This could be in the form of: (1) print media like
records, photos, films and negatives; (2) electronic media like videos,
diskettes, magnetic tape, databases, CD-ROM and Web page snap shots.
Archiving, in general, is a process that will ensure that information is
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preserved against technological obsolescence and physical damage. It will
also help conserve very expensive resources and ensure that the research
potential of the information is fully exploited. In the Philippines Statistical
System (PSS), the adoption of archiving measures has been identified by
the NSCB through Resolution No. 11 (s. 1997) as a key policy to ensure the
preservation, systematic storage and retrieval of statistical data including
records on their methodology, concepts and other metadata.
Database Management
Viewed as a system software package that controls the development, use,
System (DBMS)
and maintenance of the databases of computer–using organizations.
Database (DB)
An organized group or set of inter-related information about a subject
that can be processed, retrieved, analyzed and used in drawing
conclusions and making decisions.
Firewall
A system designed to prevent unauthorized access to or from a network.
Firewalls can be implemented in both hardware and software, or a
combination of both.
Firewalls are frequently used to prevent
unauthorized Internet users from accessing private networks connected to
the Internet, especially Intranets.
Hardware
The electronic and physical components, boards, peripherals and
equipment that make up a computer system as distinguished from the
programs (software) that tell these components what to do. It is the
physical component consisting of the input devices, central processor,
output devices and storage devices.
Hub
A central connecting device in a star topology network that allows the
network to add workstations by extending the transmission signal. A
central point of connection between media segment that organizes and
transmits incoming signals to the other media segments.
Information and
Is the totality of the electronic means employed to systematically collect,
Communications
process, store, present and share information to end-users in support of
Technology (ICT)
their activities. It consists of computer systems, office systems, consumer
electronics and telecommunications technologies, as well as networked
information infrastructure the components of which include the telephone
system, the Internet, fax machines, computers and its accompanying
methodologies, processes, rules and conventions. A combination of
computer technology, microelectronics applications, and communications
and information techniques and methods. It encompasses the use of
computers, data communications, office systems technologies, as well as
any technology that deals with modern day application of computing
and/or communication. It can also be seen as the marriage of information
technology and data communication.
ICT Solutions
The various ICT technologies that currently exist or will be proposed to run
the information systems. Examples of ICT solutions are: for Network –
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Virtual Private Network, Thin Client; Wireless; for Security – Firewall, Public
Key Infrastructure (PKI); for Storage – Storage Attached Network (SAN),
Imaging, Warehousing; for Data Capture – Biometrics, Finger Scan, Optical
Scan, Optical Mark Reader (OMR), Optical Character Recognition (OCR).
Information System (IS)
A system of major processes or operations which facilitates the storage,
processing, retrieval and generation of information for decision-making,
planning, controlling and monitoring purposes. It also refers to a group of
related processes (manual or computerized) designed to generate
information for the exclusive support of a major functional area of an
organization (e.g. Personnel Management Information System, Logistics
Management Information System, Financial Management Information
System, etc.).
Information Systems
Designated by the department secretary/agency head or the President of
Planner (IS Planner)
the HEI who shall work with the management and Chief Information Officer
(CIO) and mainly responsible for
the formulation, development
and
implementation of an Information Systems Strategic Plan (ISSP).
Information Systems
Refers to a three (3) to five (5) year computerization framework of an
Strategic Plan (ISSP)
agency which describes how the organization intends to strategically use
ICT in pursuit of its mission and functions. A written expression of how an
agency intends to use ICT to support its data processing and decisionmaking processes.
In-house Development
The user (within the agency or HEI ) is involved in the design and
operations of IS, actively participates in the change process and the user’s
knowledge and expertise is incorporated.
Internet
a worldwide interconnection of millions of computer networks and
databases. It is popularly referred to as the Information Superhighway, the
Web, or simply as the Net.
Internet Service Provider
An entity or company that provides connection services to the Internet.
(ISP)
Access to the Internet is provided through its facility linked to the Internet.
Such service provider may be a commercial entity, an institution, a
university, or any other entity that has already a link to the Internet.
Management Information
Information systems which include external information in addition to the
Systems
internal information about the agency's operation. This information will be
used for goal setting, and decision-making purposes of the different levels
of management in the organization.
Mission-Critical Frontline
Basically transactional, customer-driven business processes designed to
Services
provide direct public access to government services, reduce the processing
and approval time of government transactions with the public,
electronically organize and store vital data/information for easy retrieval or
updating, processing, and sharing
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with government monitoring
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statistical agencies; and ensure greater transparency, accountability and
integrity of government operations and transactions.
Modem
A device that converts digital signals from the computer into analog
signals to be transmitted over communication media to be transmitted
back to digital signals read by computer. It can be either external or
internal. It is an electronic device that makes possible the transmission of
data to or from a computer via telephone or other communication lines.
Network
A computer-based communication and data exchange systems created by
electronically connecting two or more computers/workstations. It is
composed of two or more computers that can communicate with each
other.
Network Layout
The logical or physical diagram of both the existing and proposed
interconnection of computers and associated devices to provide end-users
with a means of communicating and receiving information electronically
without being limited by geographical distance.
Office Automation
Collect, process, store and transmit information in the form of electronic
System (OAS)
office communications.
Online Systems
Real-time processing systems that process data immediately after they are
generated and can provide immediate output to users.
Operating System
Software that supervises and controls tasks on a computer. The software
that directs a computer’s operations, as by controlling and scheduling the
execution of other programs and managing storage and input/output.
Original Equipment
Coverssoftware for stand-alone desktop PCs and laptops and MUST stay
Manufacturer (OEM)
License
bundled with the computer system and NOT distributed as a separate (or
stand-alone) product. This software will be identified or labeled "For
Distribution Only With New Computer Hardware."
Outsource
35
An arrangement in which one company provides services for another
company. (“What is?Com’s Encyclopedia of Technology Terms; Que
Publishing 2002)
Oversight or
Are those application software that support development planning, fiscal
Administrative Systems
and financial management and operations, auditing, personnel
administration, and assets and supplies management.
PABX
Stands for private automatic branch exchange and is a telephone switching
system used within a business or organization. It works by interconnecting
35http://www.auditnet.org/articles/softwarelicenses.htm#What%20Types
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telephone extensions to each other and to the outside public telephone
network.
36
Personal Digital
Assistant (PDA)
Refers to wide variety of handheld and palm-sized PCs, electronic
organizers, and smart phones. It is also called a Palmtop.
Printer
A device that prints text or illustrations on paper. There are many different
types of printers. In terms of technology utilized, printers are categorized
into the following: (1) daisy wheel, (2) dot matrix, (3) ink-jet, (4) laser, (5)
line printer, and (6) thermal printer.
Router
A device that physically connects two networks, or a network to the
Internet, converting address and sending on only the message that need to
pass to other network.
Server
A computer that shares its resources, such as printers and files, with other
computers on the network, an example of this is a Novell Network Server
which shares its disc space with a workstation that does not have a disk
drive of its own. A computer that makes services, as access to data files,
programs and peripheral devices, available to workstations on a network.
Smart Card Reader
An electronic device that reads smart cards and can be an external device
or a built-in feature of a keyboard, PC or laptop.37
Software
A set of instructions to a computer (and its peripheral equipment) to
execute a command or process data. It uses a computer-understandable
language. The non-physical components, which maybe an operating
system, a development language, database management system, network
management software, set of computer tools and utilities, or an
application package, as well as the machine coded instructions that direct
and control the different hardware facilities.
Software License
Agreement between a user and a software house, giving details of the
rights of the user to use or copy software (www.petercollin.com); a legal
right granted for a company/agency to run a software program. For every
software program used, a license is needed and granted to the user
(company or agency) and is documented in a license agreement
(www.microsoft.com/indic/licensing).
Software Packages
Also called “canned program” is a set of programs prepared for
applications that are common to the needs of many organizations. This is
made available to users by the software manufacturer to include the
operating instructions and documentation of the programs as part of the
packages.
36 http://www.ehow.com/facts_7267523_definition-pabx.html
37
http://en.wikipedia.org/wiki/Card_reader
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Stand-alone PCs
These are independent computer units. They are not connected to any
other PC or to the network and operate independently.
Strategic Information
These are client-driven application software that support mission-critical
Systems
operations and provide direct public access to government services.
Tablet
A mobile computer, larger than a mobile phone or personal digital
assistant, integrated into a flat touch screen rather than using a physical
keyboard. It often uses an onscreen virtual keyboard, passive stylus pen,
or a digital pen.38
Telecommunication
Refers to the transmission of electronic signals; electronic transmission of
any type of electronic information (voice, image, video, data, etc.). The
movement of information in the form of voice, text, image, video or all of
these multimedia using electrical, electromagnetic wave and light
technology.
Voice Over Internet
Is a phone service over the Internet.39
Protocol (VOIP)
Web Hosting
The business of housing, serving, and maintaining files for one or more
(“What is?Com’s Encyclopedia of Technology Terms; Que
Publishing 2002).
websites
Website
It is an entity’s presence on the Internet environment.
Wide Area Network
This is similar to a Local Area Network (LAN), but unlike LANs, WANs are
(WAN)
not limited to a single location.
Workstation
A networked personal computing device with more power than a standard
IBM PC or Macintosh. Typically, a workstation has an operating system
such as UNIX that is capable of running several tasks at the same time. It
has several megabytes of memory and a large high-resolution display. It is
categorized as a PC attached to an office network (usually a Local Area
Network) to differentiate it from a Stand-alone PC.
38
http://mashable.com/follow/topics/tablets
39 http://www.voip-info.org/wiki/view/What+is+VOIP
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