2017
ANNUAL REPORT e-GOVERNANCE PROGRAM
Information Technology Division Provincial Administrator’s Office Province of Davao del Norte
www.davnoregovernance.com
Contents Introduction and Overview
02
e-Governance Program
05
e-Governance Strategic Direction
06
e-Governance Project Implementation Team
07
2017 Targets
08
2017 ICT Development Projects Human Resource Information System
09
Reorganization Information Management System
19
AGR- Information Management System
23
ICT Infrastructure Development
29
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Introduction & Overview
w
e have come so far, so fast. Within a relatively short period of time, we have managed to put huge efforts in pulling off successful information technology (IT) products and services in the provincial government of Davao del Norte. Reflecting our broad interest in IT innovation, we have seen the possible implications of IT for the future of the province. As the need for new technologies grows, so does our understanding of its impacts to the present-day government. We, the e-Governance Project Implementation Team of the Provincial Administrator’s Office - IT Division, continue to strive for excellence in ICT development and implementation toward achieving faster and better government processes. Recent years have yielded significant advances in ICTs, with profound impacts on human resource management, the reorganization and placement, financial and executive management and even on drug abuse screening and assessment. Computer programs like the Human Resource Information System (HRIS) and its mobile applications (both android and iOS) and the Reorganization Information Management System (RIMS) have been successfully developed and are now integrated to fast track and streamline HR processes and procedures. And the Aksyon Gabay Tungo sa Repormasyon - Information Management System (AGR-IMS) for drug abuse screening and assessment will soon be completed and then launched. These are some of the many technological advances that have really created enormous socio-economic and sociopolitical benefits.
The flood of IT products and services entering the province resulted to a dramatic change in the IT landscape particularly in the arena of software and hardware development to address challenges in managing the workflow and human resources. The e-Governance Program has strongly reinforced the capabilities of our system developers to examine the extent to which our emerging technologies can greatly help various offices meet their clientele needs and build and maintain long-term record of technological change. Through solid initiatives in developing cutting-edge technologies, we have experienced major technological change in the way we do and deliver things. This extraordinary pace of IT revolution has completely eliminated bureaucratic processes and time-consuming transactions.
Progress in information technology has been remarkable, but the best truly is yet to come: the power of IT as the key player in development and enabler of positive change is just beginning to be realized. By utilizing the full power of IT, we continue to design and develop computer programs that maximize efficiencies and improvements in our people, technology, and policies that are necessary for success in achieving such vision.
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The e-Governance Project Implementation Team has often been asked to examine how complicated processes and bureaucratic procedures within the province could be obliterated and further streamlined, what the most promising technology and networked information systems are, and what impacts such innovation might have on the current government workflow.
Continuing Innovation in Information Technology A Message from Mr. Samson J. Sanchez, MPA, CSEE Provincial Administrator, e-Governance Program Manager
The past two years in the province have witnessed a revolution in technology. From web-based HRIS for managing human resources to its mobile applications and RIMS for crosscutting the reorganization process, we successfully launched this revolution and we will continue to carry the passion to sustain the momentum. The tremendous growth in the use of ICT has led to an increased interest in understanding its organizational impacts like automated business process workflow, greater employee efficiency, faster and streamlined processes, reduction of errors and the like. A fundamental driver of software and hardware improvements in the province has been the fact that the top-level management expressed all-out support and commitment to provide financial and intellectual resources to advance the e-governance program. Users, developers, and innovators were able to depend on those resources, translating work performance into numerous technological innovations and creating successive generations of ever more rich and diverse products, software services, and applications that have had profound effects across all sectors in the province.
SP Resolution No. 555 “A Resolution Approving the e-Governance Comprehensive and Strategic Plan (ECSP)” has called the province for a commitment to providing resources needed to fuel IT innovation, to removing important roadblocks that reduce the province’s effectiveness in generating innovation and fruits of innovation, and to becoming a lead innovator and user of IT in the region. The ECSP is a blueprint for the development and integration of ICTs in the province that highlights the fundamental importance of technology to ensure that ICT meets our present-day government’s expanding needs.
We have been doing the extra mile in fueling the innovation pipeline, building a connected world, advancing the hardware foundation, developing smart and user-friendly computer programs, and investing on the intellectual capabilities of our system developers in the province.
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At the Nexus of Technology and Governance Information technology is widely understood to be the enabling technology today. It has transformed, and continues to transform, all aspects of our present government -human resources, employment, personnel records, commerce and finance, communications, general services, among others. IT and its impact on good governance, to every department and to the top-level management, continues to grow in size and importance. This will also change how the province is organized, financed, and governed. A Message from Mr. Edwin A. Palero, MPA, MHRM Assistant PHRMO, e-Governance Project Manager
Technology is indeed transforming the way we work, communicate, and interact with others which leads to significant changes for employees. IT and automation can change the way work is conducted by eliminating some unnecessary steps and creating new simplified ones. Automation has opened many opportunities for possible near-term developments for improving present workflow in the province. There is a need to understand and track these trends and develop strategies to inform, prepare for, and respond to changes in government operations. Institutional barriers and constraints in the delivery of effective and efficient government services will soon be reshaped, and possibly transformed, for the next several years.
We believe that successful ICT is self-sufficient, underscoring through long incubation periods of months and even years, that guarantees all information systems are compliant to existing policies and standards. But as IT becomes integrated into all aspects of our province today, the need for sufficient financial and intellectual resources to advance ICT is even greater. And the range of challenges that need to be addressed is broader than ever.
By clearly linking our government to ICT, the promise of making all transactions shorter and faster in the province will soon become a reality. Various sectors will be powered by the advances in IT and the ultimate creation of new computer programs will greatly reinforce each department to reach desirable outcomes.
Fueled by our strong desire to bring innovation in the province, we already increased the workforce in IT Division, adding new system developers to empower ICT development in the province and providing them with intensive trainings and learning interventions. We also acquired necessary IT equipment to facilitate efficiency in the delivery of their tasks. We have worked closely with other sectors and conducted various business process activities to determine critical procedures in need of automation. It is our goal to help offices in the province come up with a crosscutting business process flow for them to fully understand the impact of IT and automation on their daily work routines.
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e-Governance Program Electronic governance or e-governance ensures fast and effective delivery of government services through the use of information and communication technology (ICT). Various computer programs have been successfully designed and created to fast track and streamline our government operations in the province.
Scan this QR code and download a copy of our 2017-2019 eGov Plan
The e-governance program of Davao del Norte maximizes the use of ICT in improving the delivery of information and services, encouraging participation in the decision-making process, and making the province more accountable, transparent, and effective. The Administrative Order No. 11 and SP Resolution No. 555 have authorized the province to implement major ICT activities and projects. ICTs are proven as essential in advancing various programs for diverse populations, for connecting people to information and to technology, and into shaping the future of politics.
SP Resolution No. 555 “A Resolution Approving the e-Governance Comprehensive and Strategic Plan (ECSP)” has called the province for a commitment to providing resources needed to fuel IT innovation, to removing important roadblocks that reduce the province’s effectiveness in generating innovation and fruits of innovation, and to becoming a lead innovator and user of IT in the region. The ECSP is a blueprint for the development and integration of ICTs in the province that highlights the fundamental importance of technology to ensure that ICT meets our present-day government’s expanding needs. From the e-Governance Comprehensive and Strategic Plan (ECSP), the e-governance program has three major development projects; namely,
ICT System Development Project
ICT Infrastructure Development Project
Institutional Capacity Development Project
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e-Governance Strategic Direction Vision
Goal
A dynamic, “state of the art� ICT System efficiently providing critical information, communication, and financial support for good governance in the Provincial Government of Davao del Norte (PG-DdN) under an enterprising, self-reliant ICT institution.
Our main goal is to maximize the use of ICT as a governance tool through its infusion into the blood stream of PG-DdN to be able to provide better and faster delivery of services to its constituents.
Objectives
Strengthen the institutional capacity of the e-Governance Project Implementation Team
Develop and acquire critical software solutions
Strengthen the ICT infrastructure capacity
To achieve the greatest impact for most people, new technologies offer web-based services to further improve operations and processes that are inclusive, accessible, and available in a networked online community. During the next several years, the province of Davao del Norte will be able to synergize demand-driven projects, programs, and activities through e-governance. 2017 Annual Report
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e-Governance Project Implementation Team
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Mr. Samson J. Sanchez, MPA, CSEE Provincial Administrator e-Governance Program Manager
Mr. Edwin A. Palero, MPA, MHRM Assistant PHRMO e-Governance Project Manager
Mr. Solomon S. Garay Information Technology Officer II Head, ICT System Development
Mr. Bernier R. Mejorada Information Technology Officer I Head, ICT Infrastructure Dev’t
Information System Analysts, Computer Programmers, and Admin Aide III (Programmers) ICT System Development Section
11
Computer Maintenance Technologists Computer Technicians Admin Assistants ICT Infrastructure Dev’t Section
Through persistent efforts in developing cutting-edge ICTs, we give high priority to innovate web-based services, introduce advanced computer applications, and offer technological solutions to problems in government operations. 2017 Annual Report
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Our 2017 Targets
The 2017 e-Governance Program Logical Framework highlights the following outputs:
Target (Outcome)
Indicator
By the end of 2017, HRIS Version 2, FMIS, PASIMS, EMIS, eTRACS (AGR-IMS and RIMS) are integrated and operational.
These e-Governance information systems are used by 100% of system users and process owners.
Hire competent system/hardware developers
Conduct business process review and re-engineering
Purchase required IT equipment
Design Graphical User Interface (GUI)
Provide learning interventions and trainings to developers
Create and test system modules
Conduct system users training
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Our 2017 ICT Development Projects
HRIS
Human Resource Information System HRIS handles HR tasks easily and this offers effective and affordable solution to manage critical HR transactions. This computer application automates HR tasks that were previously done manually and provides better and faster HR operations. Our HRIS allows employees to get accurate information with greater ease.
The system provides a single location for attendance and time tracking, DTR preparation, DTR justification, pass slip application, personal data sheet (PDS), among others, without the need of paper.
Based on the study conducted by De Leon (2017) of the Technological Institute of the Philippines, he found out that department heads, division heads, and rank-and-file employees find HRIS useful in the job and believe that HRIS would enable them to accomplish the task easily, increase their productivity and improve the quality of work. Moreover, the system users believe that the interaction with HRIS is clear and understandable; the system is easy to use; acquiring skills in using the system is easy; and, learning to operate the system is also easy. Majority of them believe that they have the knowledge necessary to use HRIS and specialized instruction on HRIS use is available. They are convinced that they have the resources necessary to use the system and HRIS help desk or IT Division is available for assistance with system difficulties.
With the use this current technology, we have experienced major automation of our critical HR tasks. This fully functional and streamlined system could set as an example to LGUs that are still managing some functions of HR through disconnected systems that include both manual and electronic counterparts. On one side, there are government agencies that do not have some sort of automation in place for HR tasks at this juncture and the PG-DdN HRIS could be a modern approach to automate repetitive and timeconsuming HR transactions and end this bureaucratic processes. Our goal is to make it as easy as possible to manage all tasks related to human resources management. 2017 Annual Report
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We strongly believe that an LGU that takes time to invest in HRIS that fits their goals, objectives, mission, and values, is an organization that is investing in its future and in its success. It is important to remember that our software solution is not “one size fits all,� however; one positive attribute of our HRIS as a modern HR software is that it is very compliant with the present governing policies and standards that it can be easily adopted and transferred to other government agencies.
System Modules and Features At present, there are a total of 36 HRIS system modules that have been completely integrated into a functional web-based HRIS including DTR Preparation, Pass Slip Application, Justification, Permission to Leave Official Station (PTLOS) Application, Leave Posting, Recruitment, Selection, & Placement (RSP) modules like employee list, plantilla, appointment preparation and confirmation, and applicant profiling, among others –making HRIS an integrated set of system modules. This location for data capture is designed to be centralized and accessed easily from anywhere in the province using portable computers, smartphones, and other platform devices.
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System Features
HRIS offers time and attendance tracking system. Automating attendance processes in the province has totally eliminated dishonesty and reduced the likelihood of violations like alteration of DTR entries, which has saved employees from being dishonest and helped the province to preserve and boost its reputation. Increasingly, tracking time and attendance is critical for all departments to determine employee pay. Our enhancedBiometrics Attendance Tracking System (e-BATS) is one feature of HRIS for simplifying our daily time record (DTR) preparation for faster payroll processing. Linking e-BATS to HRIS has virtually eliminated the possibility of errors, ensuring greater accuracy in employee compensation and labor tracking.
HRIS helps fast-track our payroll preparation. Our daily time record (DTR) is an accurate attendance information of an employee that is used for computation and for payroll information. DTR is easily generated in HRIS in a ready-to-print standard document format and entries with justifications are done and approved online to get rid of attachments. HRIS has helped extinguish errors in the payroll process and eliminated excessive efforts involved in DTR cross-checking. Payroll processing is confusing and hectic, but both the confusion and time spent on the process have been cut down through HRIS that keeps an accurate record of attendance information.
HRIS contains employee information database. HRIS has reduced the need for hardcopy
Scan this code and watch our HRIS animated explainer and demo video.
employee files, keeping all of the information very organized and easy to access in a virtual electronic filing cabinet. Storing information electronically has improved our efficiency in recording and finding information. Additionally, our electronic data has been analyzed for strategic purposes and better secured against breaches.
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System Features
HRIS is an employee self-service software. When employees have some degree of control over their own information to determine hours worked, review attendance records, apply justification and pass slip, and update personal data sheet online, employees are empowered and accountable. HRIS has streamlined communication and approval processes, saving approving officers’ time and reducing the likelihood of errors or communication gaps. HRIS accessibility across multiple digital platforms has increased convenience and timeliness for employees. By eliminating the need for double entry and allowing employees to evaluate their own information, the chances of inaccurate information has greatly decreased.
HRIS eliminates redundancy within the province. HRIS has converted manual filing systems and paperwork to electronic files. DTR justifications and pass slip applications are already automated without the need of fill-out forms and human supervisions. As a result, less paperwork occurs and approval can be appropriated more efficiently and in less time. Through HRIS, employees can also prepare and update their CSC personal data sheet (PDS) in a ready-to-print standard document format. Eliminating redundant processes in the province has distributed information management responsibilities to employees so that the bulk of information gathering is not delegated strictly to HR. By allowing employees to update their personal information and perform other tasks online, information is kept more accurate and HR practitioners are not bogged down.
HRIS analyzes information quickly and accurately –making the workforce easier to manage. For instance, HRIS can generate reports for tardiness and undertime. When problems exist with an employee’s attendance, HRIS makes it much simpler to obtain supporting documentation for reprimands. Hours worked are conveniently tracked, so it’s easy to compile reporting that shows patterns of tardiness, undertime, or absenteeism. Moreover, Personal Data Sheet (PDS) in HRIS helps our program managers to obtain a complete picture of each employee’s strengths and skills gaps and can strategically use this information to gear training and provide regular feedback. 2017 Annual Report
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System Features
DavNor HRIS App is now available at Google Play for Android and The App Store for iOS devices.
For Android devices, scan this code to download the App
HRIS Mobile App ensures faster approval processes. Mobile accessibility has been ensured in order to transform the landscape of HR, putting information and task management at the fingertips of our department heads and approving officers. They have the ability to instantly approve requests so less time is wasted and the approval processes are streamlined. HRIS Mobile App has helped to effectively break down bureaucracy and encouraged them to make quick decisions.
For iOS devices, scan this code for direct downloads.
Investing in Institutional Capacity Development Projects HRIS is an essential part of a well-managed workforce in today’s fast-paced environment. Instead of outsourcing to an existing HR software in the market, the province has allocated greater funds for inhouse development and training to locally develop our own computer programs. Because of the strong management support and greater budget allocation, we have successfully pulled off various computer programs to maximize the use of ICT as a governance tool through its infusion into the blood stream of the province to be able to provide better and faster delivery of services to our constituents. Through the mandates of Administrative Order No. 11, series of 2016 and Resolution No. 555, series of 2016, the province has begun to dedicate a portion of the resources to training support and maintaining teams of talented professionals, as a vital investment in the future of the province of Davao del Norte. With this in mind, offering continuous development also helps to keep skills sharp and improve employee satisfaction, which can boost the province culture and overall reputation. 2017 Annual Report
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Institutional Capacity Development for HRIS Version 2
TRAINING ON ANDROID APP DEVELOPMENT
TRAINING ON iOS APP PROGRAMMING
February 6-10, 2017, Quezon City
November 20-24, 2017, Quezon City
This 5-day training on Android App Development has
Due to the increasing demand for mobile technology,
been designed for building mobile applications using
the purpose of this training is to capacitate our
the Android Studio. This short course has introduced
system developers in building cutting-edge iOS
the tools, principles, and patterns that underlie all
Apple applications to fast-track current government
Android development. The skills system developers
operations and services in an easy and accessible
have acquired would greatly help them master the
platform. iOS 11 sets a new standard for the world’s
existing platform, and prepare them for the exciting
most advanced mobile operating system. ioS App
opportunities in Android’s future. This short course
Development Basics expands programming skills and
has been coherently organized to transform those with
applies them to authentic app development projects.
intermediate skills and a working knowledge of Java
With a focus on using Apple’s components to access
development into specialists with the Android platform.
sensors like camera, microphone and GPS.
Faster & Efficient HR Processes.
Strengthening the institutional capacity will greatly empower the skills and abilities of the IT officers and computer programmers as this will provide trainings and ICT learning interventions to further enhance their knowledge in system development and project management. Defining staff composition of an HRIS system development team is important as this will delegate tasks to every member of the team.
HRIS has helped extinguish errors in the payroll process and eliminated excessive efforts involved in DTR cross-checking and time spent on the process has been cut down. Storing information electronically has improved our efficiency in recording and finding information. Through our HRIS Mobile App, our department heads and approving officers have the ability to instantly approve requests so less time is wasted and the approval processes are streamlined. HRIS Mobile App has helped to effectively break down bureaucracy and encouraged them to make quick decisions. 2017 Annual Report
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What We Have Earned From HRIS Human error is always a factor when processes are completed manually. Linking our time and attendance tracking system to HRIS has virtually eliminated the possibility of errors, ensuring greater accuracy in employee compensation and labor tracking. Our daily time record (DTR) now contains accurate attendance information that is used for computation and for payroll information. By allowing employees to update their personal information and perform other tasks online, information is kept more accurate and HR practitioners are not bogged down.
High Level of Acceptance on HRIS Use
Reduction of Errors
Based on the study conducted by De Leon (2017), he found out department heads, division heads, and rank-and-file employees find HRIS useful in the job and believe that HRIS would enable them to accomplish the task easily, increase their productivity and improve the quality of work. Moreover, the respondents believe that the interaction with HRIS is clear and understandable; the system is easy to use; acquiring skills in using the system is easy; and, learning to operate the system is also easy. Majority of the respondents believe that they have the knowledge necessary to use HRIS and specialized instruction on HRIS use is available. They are convinced that they have the resources necessary to use the system and HRIS help desk or IT Division is available for assistance with system difficulties.
Since HRIS is an employee self-service system, it has also an employee access capability. When employees are able to access their own information to determine hours worked and review attendance records, employees feel more empowered and accountable. This has increased the “ownership” mentality, leading employees to feel more pride and loyalty toward the province.
Improved Employee Morale
Greater Employee Empowerment
Payroll errors can affect an employee’s trust and even loyalty to the province. An employee that does not receive just compensation for work performed is less likely to feel valued. When HRIS is used as opposed to time sheets, logbook or time cards, employees do not have to worry about errors that may affect compensation.
Download a copy of our HRIS primer and brochure by scanning this code.
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HRIS Development Timeline of Activities This section highlights the Provincial Human Resource Management Office (PHRMO) and e-Governance Project Implementation Team Joint Efforts for the development and enhancement of HRIS Version 2.
Feb 23-24, 2017 Seminar-workshop on the Business Process Review and Documentation
April 10, 2017 Orientation and Filling up of HRISOnline Personal Data Sheet (PDS)
May 18-19, 2017 Technical Assessment and System Users’ Training & e-Gov Action Planning
May 10, 2017 Learning Exchange Session with Comval and South Cotabato LGUs
Sep 13-15, 2017 Business Process Review and Documentation on HRM
October 2-13, 2017 Meetings and HRIS development for PRIME-HRM
Nov 6-9, 2017 Database Structuring on HRIS Version 2
Nov 10,13,&14, 2017 HRIS Version 2 Database Structure Validation & Finalization
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HRIS Actual Accomplishments This section presents the target versus actual accomplishments in the development of HRIS as highlighted in the CY 2017 Logical Framework of the e-Governance Program. We have consolidated reports and data from focal persons and project leaders in various HRIS modules. The outputs below present activities like business process, learning interventions, system design and development.
Target 4
3
Actual
Outputs
4
Business Process Activities Conducted on Human Resource Management. This activity includes presentation of process map, flow chart, and detailed procedures of any office, evaluation of current policies and procedures, and identification of specific areas for automation.
3
Competent System Developers Hired. New employees have been added to the e-Governance Project Implementation Team, specifically (1) Information System Analyst I and (2) Computer Programmers II to focus on HRIS Version 2 development.
18
System Modules Developed in HRIS Version 2. This includes the Personal Data Sheet (PDS) module, online application, Android App & iOS modules on DTR, Pass Slip, PTLOS approval and return/reversal.
144
58
Graphical User Interface/GUIs Designed. These are the prototypes or frontend designs of HRIS Version 2 modules on Learning & Development (L&D), Recruitment, Selection, & Placement (RSP), Rewards & Recognition (R&R), & Performance Management (PM).
1
1
Conceptual Framework Created for HRIS Version 2. This reveals the general process map & process flow of all HRIS modules and their integrated functions/features.
8
28
System Developers Sent to ICT Trainings. For this year, there are two major trainings the e-Governance Team participated; specifically, (12) system developers participated on Android App Development and (16) developers on iOS/Apple App Development.
10
28
System Users’ Training Conducted. This activity aims to equip & capacitate the end-users in the province in using the web-based computer program and mobile application.
36
We have prioritized the development of HRIS in preparation for PRIME -HRM assessment as this would highly involve analysis and evaluation of our HRIS as a tool for making HR tasks better and faster. We have provided our inhouse developers both financial and intellectual resources to integrate all major HRIS modules into one comprehensive and fully-functional computer program like Recruitment, Selection, & Placement (RSP), Learning & Development (L&D), Rewards & Recognition (R&R), & Performance Management.
Most importantly, development of this critical software solution will require enhanced business processes, list of required automation with specific features, feasibility study report, approved project design with action plan and budget allocation and technical documentation. Strengthening the ICT infrastructure will also ensure that internet and local connectivity, data and communication center, and ICT equipment and hardware are completely in place needed to operate HRIS. 2017 Annual Report
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Awards & Recognition
DavNor’s HRIS cited in 6th eGov awards The province of Davao del Norte made it to the Top 3 in the 6th Awards for Excellence in ICT for Good Governance for LGUs or eGov Awards after bagging the 2nd Place in the Best in Data-Driven Governance (D2G) Category. DavNor’s official entry this year is the Human Resource Information System (HRIS) for managing and streamlining HR transactions in the province. The said award was presented by the National ICT Confederation of the Philippines (NICP) in partnership with the Department of Interior & Local Government (DILG) & the Department of Information & Communications Technology (DICT) during the 6th eGov Awards held at Rosario Pavilion, Limketkai Center, Cagayan de Oro City last November 17, 2017.
Provincial Administrator Mr. Samson J. Sanchez received the award together with e-Governance Project Manager Mr. Edwin A. Palero, ICT Systems Development Head Mr. Solomon S. Garay, and ICT Infrastructure Development Head Mr. Bernier R. Mejorada.
The Best in Data-Driven Governance (D2G) Award cites LGUs’ efforts in the responsible processing of data and in providing constituents with better services through the free flow of information while ensuring at the same time that personal data is protected. The e-Gov Awards is the first and most prestigious recognition to be given by the ICT sector to LGUs with exemplary performance in utilizing ICT to effectively and efficiently deliver its public services directly to its constituents.
DavNor is the only LGU in Mindanao that was proclaimed in the Top 3 spots of the prestigious ranking with Cebu City and Calapan City, Oriental Mindoro as 1st place and 3rd place, respectively. These LGUs bested other 8 finalists in the D2G category that includes Agusan del Sur, Compostela Valley, Iloilo Province, Bacolod City, Legazpi City, General Santos City, Municipality of Cavinti, Laguna and Municipality of Mina, Iloilo.
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Our 2017 ICT Development Projects
RIMS
Reorganization Information Management System The province of Davao del Norte gives high priority to innovate web-based services, introduce advanced computer applications, and offer technological solutions to problems in government operations. Computer programs are now available to overthrow challenges in government processes.
One computer program we’ve been working on lately is the Reorganization Information Management System or the RIMS –a technology that would pave a better way for automation in an easy and accessible platform. This offers web-based services to get rid of tedious processes that were previously done manually and to fast-track the reorganization process thoroughly.
The pressure on today’s department heads is immense, with complex plans and tight deadlines. In a total reorganization, general structures, plantilla of position, staffing pattern, salary schedules, position descriptions, qualification standards, and budgetary requirements can be a lot to handle. With so much going on, multiple revisions are created and mistakes can go unnoticed. The province will need to invest a ton of resources just to make things work. Even then, making the reorganization process shorter and faster is a big question mark.
Wouldn’t it be great if the entire process is automated? Fortunately, there’s a solution that could fast-track the process in the most cost-effective way. With the Reorganization Information Management System, better processes and faster delivery of outputs and results are ensured and secured. RIMS contains the list of all the offices or departments in the province, their PS requirement, list of all positions, position job description, qualification standard (QS) profile, salary schedule, among others. 2017 Annual Report
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System Features The first level of RIMS is the PRC Layer for the Provincial Reorganization Committee (PRC) deliberation. Here you can see the approved general structure of a particular office, containing all positions with salary grade, PS, and its status.
Prior to PRC Deliberation, a department head can create/add/edit divisions, sections, units, and positions based on the general structure. The system user can quickly view the current PS, number and total amount of funded and unfunded positions. Through RIMS, PS computation is made very simple, it works like an automatic calculator, which reveals the variance (current PS minus the funded positions) either positive or negative amount. Keep your budget at peak levels or just adjust everything based on the given PS requirement or budget ceiling.
RIMS is a smart manager. It allows you to create different rounds of PS computations and lets you compare their variances. Changes can be done in minutes. This gives you a trackable record of all your revisions. When you’re done, then you’re ready for PRC Deliberation. RIMS encourages discussion and the productive dialogue begins. Once approved by the PRC, the system also generates ready-to-print reports like the OSCAS.
Through the RIMS real-time analytics, the PRC Chairperson can monitor the performance of all the departments as they accomplish specific tasks like job description and qualification standards encoding. Automated processes in reorganization could mean easier organizational planning, practical problem-solving, faster decision-making, and cost-efficient human resources management. The new technology has come. With RIMS, you get instant results.
Scan to watch our RIMS animated explainer and demo video.
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RIMS Development Timeline of Activities This section presents important events in the reorganization of the Executive Department of the province and highlights the e-Governance Project Implementation Team efforts for the development and enhancement of RIMS.
March 7 – April 5 Provincial Reorganization Committee (PRC) Deliberation
June 5, 2017 Prov’l Ordinance No. 2017-005 “Adopting the Revised Org Structures & Staffing Charts”
June 30, 2017 The governor signed the Provincial Reorganization Ordinance
July 10, 2017 Publication of the Provincial Ordinance
July 21, 2017 Posting of authorized positions
July 24 – August 4 Profiling of Applicants and WES Validation
Aug 5&7, 2017 Provincial Placement Committee (PPC) Deliberation
August 8-11, 2017 Signing of the Personnel Placement List
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RIMS Actual Accomplishments As shown below, most of our activities and outputs for RIMS development consist mainly of system modules that contain features and functionality of this computer program. RIMS is an urgent project that needs an immediate action to facilitate and assist the total reorganization of the Executive Level.
Target 7
4
Actual
Outputs
39
System Modules Developed. This contains all the functions and features of RIMS. Major layers/ features include PRC & PPC Layers, Admin, Public, Utility, & Report.
4
System Users’ Training Conducted. This activity aims to equip & capacitate the end-users in the province in using the web-based computer program and mobile application
Development of RIMS Modules Developing a computer program entails a major process of creating modules and layers to establish its unique features and extended functionality. RIMS has the following layers: 1. PRC Layer (contains general structure of every office, PRC Deliberation that shows PS computation and streamlines approval processes, and printing of OSCAS) 2. PPC Layer (includes modules to facilitate effective and faster deliberation process) 3. Admin Layer for the authorized system developers and process owners (includes PAL Endorsement, Current Personnel Inventory, Posting of Vacancies, WES Monitoring, Office Applicant List, List of Appointed Applicants, PPC Finalization, Appointment Preparation, Incumbent Personnel Audit, Application Form Verification, Incumbent per Office, Appointment Issued Audit, PAL Finalization, Appointment List, Applicant Profiler, Report on Appointment Issued (RAI), and Personnel Audit.
4. Utility Layer (contains various features such as Office Profiler, Position Profiler, Salary Scheduler, PS Requirement, PDF Profiler, QS Profiler, BATS/ e-BATS Verification, Inventory of Plantilla Employee, Users Management, and PPC Development 5. Public Layer (a part of the program accessible to the registered system users of the province; this includes Application for desired vacant positions, Facilitator’s Reversal, and even CSC Window to easily check and verify the processes and results of reorganization. 6. Report Layer is a special feature that provides monitoring, evaluation, and analytics of all processes in the reorganization for a better record keeping; this contains Proposed Structure Report, PDF/QS Report, OSCAS Report, PDF/ QS Monitoring, PPC Development Monitoring, Summary of Positions, Applicant Profile, and List of Residual Positions.
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Our 2017 ICT Development Projects
AGR-IMS
Aksyon Gabay Tungo sa Repormasyon Information Management System Rationale In 2016, the intensified campaign on illegal drugs has produced more than 15,000 surrenderers who have fallen victims to drug abuse in Davao del Norte and the number is increasing until today.
The big problem is giving of specific intervention to the increasing VSR is quite a difficult task and attending to each one’s needs would be impossible. But the province has a secret weapon –a computer program dubbed as Aksyon Gabay Tungo sa Repormasyon- Information Management System or AGR-IMS that collects and provides essential VSR information. It’s an application that combines an incredible strategy for VSR profiling and assessment and a powerful technology to bolster up local programs for them, by giving the right intervention to the right VSR.
The Provincial Anti-Drug Abuse Council or PADAC has increased its unified actions to include VSR (volunteers submitted for reformation) or Persons Who Use Drugs (PWUD) as beneficiaries of existing programs, projects, and activities in order to re-integrate them into the society. Various PADAC Task Forces have prioritized programs for VSR with immediate needs like livelihood and skills training, TESDA scholarship, Alternative Learning System, social services, legal services, among others.
Scan to watch our short video on the Aksyon Gabay Tungo sa Repormasyon Program
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System Features
In making this computer program, we went through the right process where we first consulted several government agencies like DICT on Data Privacy Act, DSWD Yakap-Bayan on reintegration and rehabilitation framework, and DOH on guidelines for community-based treatment and support services. We participated trainings from UNODC on community-based treatment and care, and New Day Recovery Center on Intake, Screening, Assessment, Treatment Planning and Documentation. We then identified critical processes in our documentation on drug use and dependence and finalized the inflow of activities and tasks. We finally extended the features of our computer program, making it integrated, comprehensive, and compliant with current system of documentation.
Scan to watch our animated AGR-IMS explainer and demo video
Through AGR-IMS, VSR are profiled and diagnosed thoroughly, PADAC Task Forces are guided properly and appropriate interventions are identified easily. All in all, there are three layers of our VSR documentation through AGR-IMS. First, the profiling and assessment; second, treatment and recovery support; third, aftercare and reintegration. These layers are actually features of our computer program. It’s time for something simple. AGR-IMS is a Web and LAN-based computer program that allows efficient and reliable data capture, storage, processing, and reporting of data. It helps speed up VSR classification into low, moderate, and severe and allows faster determination of appropriate intervention.
Watch our DavNor -PADAC Instructional Video on the Convergence of Services
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System Features
1
The first part of VSR documentation is filling up the General Intake Form through an assisted interview. The intake form asks VSR their personal background information like education, employment, income, interests, and family background. The system can also take a photo of VSR.
2
As part of our community-based treatment program, this also includes Intake and Screening through the ASSIST ( or the Alcohol, Smoking, Substance Involvement Screening Test) where classification into low, moderate, & severe is correctly profiled. AGR-IMS helps speed up computation and classification.
3
Low and moderate VSR are referred to Case Managers for correct interventions while severe and mentally-challenged are recommended to DOH-Accredited Psychiatrist for diagnosis and treatment and then endorsed to mental health facility or a community mental health program.
4
On one side, Case Managers will prepare a treatment plan for low and moderate VSR based on ASI (Addiction Severity Index), then referred to Task Forces for sustainable interventions. In-depth and thorough evaluation is observed to make sure that everything and everyone follows the right process.
5
And we made it super easy to get VSR attendance per intervention, and monitor their participation like never before. AGR-IMS gives you realtime statistics of long-term and short-term interventions availed and analytics of their profile and diagnosis, giving you a single view of important data –making reporting a snap. Best of all, you will give our VSR with an immediate way to get what they need for reformation.
Time, money, and resources need to be saved. AGR-IMS is a cost-effective platform for managing the entire process of profiling and assessment in a paperless transaction.
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AGR-IMS Development Timeline of Activities This section presents important events in the reorganization of the Executive Department of the province and highlights the e-Governance Project Implementation Team efforts for the development and enhancement of RIMS.
May 22-26, 2017 UNODC Training on Community-Based Treatment & Care
July 7, 2017 DICT’s Public Consultation on Data Privacy Act
This training discussed the 9 principles of drug dependence treatment and key steps for the provision of communitybased treatment. This has emphasized the importance of community empowerment to mobilize community resources and participation. This explained community-based treatment as primarily an outpatient setting, continuum of care, and integrated community health and social services.
DICT’s discussion on the Implementing Rules and Regulations of Data Privacy Act of 2012. They elaborated the lawful processing of personal data and security measures for protection of personal and sensitive information.
August 10, 2017 ICAD & DSWD Yakap-Bayan Orientation
Sep 4-8, 2017 Curriculum 5: Intake, Screening, Assessment Tools Training
This was facilitated by the chief psychologist of NDRC, Dr. Miriam P. Cue and the director of Addiction Program, Mr. Jerry Joseph Valderama. This was participated by Municipal/City Health Officers/Doctors from Carmen, Panabo, Talaingod and the province’s mental health coordinators. DSWD Asec. Anton Hernandez explained the mandates, composition, and functions of the InterAgency Committee on Anti-Illegal Drugs (ICAD). He presented (1) a simplified flow chart of the Barangay Drug Clearing Operations expressed as Clear-Rehabilitate-Reintegrate and (2) the framework of interventions. He further convinced various government sectors to adopt the YakapBayan rehabilitation and reintegration framework that aims to gradually transform surrenderers into leaders through community service, capacity building, and leadership training. 2017 Annual Report
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AGR-IMS Development Timeline of Activities
Sep. 27-29, 2017 Module-Making & Enhancement of AGR-IMS
Oct 6, 2017 DOH Consultative Meeting
This activity identified critical processes in need of automation and finalized the Process Map and Business Process of Aksyon Gabay tungo sa Repormasyon and discussed the enhanced system features of AGR-IMS and its integrated & extended functionality of the said computer program.
This discussed guidelines for communitybased treatment and support services for persons who use drugs in primary health care settings. The said guidelines from DOH cover prevention and promotion, treatment and rehabilitation, after care and reintegration, monitoring and evaluation.
Oct 24, 2017 Business Process Presentation to PADAC
Oct 23 & 26, 2017 Consultation with DICT on GovCloud, GovMail, & PNPKI, & the Public Wifi Law
DICT discussed the Implementing Rules and Regulations of Data Privacy Act of 2012. They elaborated the lawful processing of personal data and security measures for protection of personal and sensitive information.
eGov Team presented Business Process to Various Task Forces of PADAC and discussed three parts or layers of VSR screening and assessment; namely, (1) profiling and assessment layer, (2) treatment and recovery support layer, and (3) after care and reintegration layer.
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AGR-IMS Actual Accomplishments Below is the list of our actual accomplishments in developing AGR-IMS. This system is one of our urgent projects and majority of the efforts have been spent solely on planning, research, and business process activities because of changes in policies and procedures in the drug abuse profiling and assessment. However, the eGov Team has managed to prioritize its developement by coming up with a more integrated and comprehensive sets of features and functionalities that are compliant to existing standards and policies of the health, social welfare, and security sector.
Target
Actual
17
7
System Modules Developed. This includes VSR Intake Form, ASSIST V3, and Admin Layer.
4
Graphical User Interface/GUIs Designed. These are the prototypes or frontend designs of Modified ASI Form and Treatment Plan.
1
Business Process Conducted. This activity discussed enhancement of AGR-IMS and finalized process flow.
10 1
Outputs
New Features of AGR-IMS The eGov Team attended various meetings and focus group discussions to acquire better understanding in drug profiling and assessment that in turn would make AGR-IMS a cutting-edge technology to streamline and fast track the clinical documentation, reporting, and monitoring of our VSR (volunteers submitted for reformation).
2. Treatment and Recovery Support Layer This will assist Community-Based Treatment Planning and facilitate PADAC Task Forces in giving the right interventions like employment, livelihood, legal, health, among others. 3. Aftercare and Reintegration Layer This is the monitoring and evaluation part of the system for better record keeping and reporting of all documented and profiled VSR.
AGR-IMS has three major layers: 1. Profiling and Assessment Layer This includes a computer-assisted screening instrument, the ASSIST (Alcohol, Smoking, and Substance Involvement Screening Test) and an assessment instrument, the ASI (Addiction Severity Index). This emphasizes the importance of case management in Substance Use Disorder (SUD) treatment and skills practice of Case Managers for planning, linkage, monitoring, advocacy, consultation, and collaboration.
The eGov Team has been working diligently toward the completion of AGR-IMS with the goal to provide technological solution that could enhance the ability of PADAC Task Forces to find, interpret, and analyze information in drug profiling and assessment. AGR-IMS is a powerful tool to help task forces provide interventions to those VSR with specific and immediate needs and give support services for persons who use drugs in primary health care settings.
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ICT Infrastructure Development Developing computer programs also includes investing in the hardware capabilities and ICT equipment in the province like computers, mobile phones, Internet, and the like. Establishing a strong ICT Infrastructure enables our information systems to be fully functional and operational. Software development should go hand-in-hand with hardware development. By strengthening the hardware foundation in ICT development, system users and process owners will be able to appreciate and grasp the potential impacts of IT in the workplace and in the province as a whole. In pursuit of these ends, the Hardware Development and Maintenance Section continues to maintain quality services in improving the ICT system in the province and provide support services to the system developers, users, and process owners. Below are the actual accomplishments in ICT Infrastructure development.
Target 100%
100%
100% 100%
Actual 60%
70%
Outputs Network Backbone Upgraded. The procurement process was completed last November 2017. The target completion of this project will be 1st Semester CY 2018. VoIP Telephony System with Mobile Network Integrated. The procurement process was completed last November 2017. The target completion of this project will be 1st Semester CY 2018.
60%
IP CCTV Acquired & Installed. The procurement process was completed last November 2017. The target completion of this project will be 1st Semester CY 2018.
50%
911 Hotline with Fiber Optic Network Backbone Completed. The procurement process is still ongoing. Target completion will be on CY 2018.
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Final Takeaways Human technology has been changing rapidly. From the hunter-gatherers who used stone tools and invented fire; from ancient civilizations that developed writing systems and primitive weapons to the complex information technology that has emerged since the 1980s. Gone are the Stone Age days. In case you forget, we’re living in the Information Age where information is readily available especially by means of computers. Modern man uses a computer, a machine that works with data and information. Welcome to the new world! The use of modern technologies like HRIS, AGR-IMS, & RIMS has become our advantage to overcome the present hurdles in public service. As the need for ICTs grows, so does our understanding of their impacts to the present-day government. During the next several years, the province of Davao del Norte will be able to synergize demand-driven projects, programs, and activities through e-governance –providing better and faster delivery of services to the people. This is our mission: to connect people to information, to introduce technology to our leaders, and together, we will shape the future of politics. Basta DavNor, the Best.
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PROVINCIAL ADMINISTRATOR’S OFFICE Information Technology Division e-Governance Project Implementation Team CONTACT US: padodavnor@gmail.com 0917-807-8289 www.davnoregovernance.com 2017 Annual Report
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