a. background 1. introduction - pnp-iloilo police...

DIRECTORATE FOR INFORMATION AND COMMUNICATIONS TECHNOLOGY MANAGEMENT

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I. ADMINISTRATIVE

A. BACKGROUND

1. Introduction

Gone were the days when it was wise to take things at slow pace to

make obstinate marks for growth and development. We are in a world of continuous change where we are prompted to look beyond the future, now. “We owe it “or “we blame it” to the fast transformation of information technology (IT) that now dictates an e-global (electronic global) way of life.

Precisely, this IT has to improve the quality of public service that the Philippine National Police (PNP) mulls about. Within the mandate of the law and concurrent to the government’s national transformation program, the PNP has identified the need to an organized information gathering and storage system that can help decision-makers in the PNP assess the different strategies, with geographic, socioeconomic and socio-demographic factors coming less into play.

This need for modern technological advancement has prompted the PNP to opt for on IT reengineering strategy which would necessitate for the integration of the two existing major technologies available in the PNP which are being managed separately by the Information Technology Management System (ITMS) and the Communications and Electronics Service (CES). The system would provide the PNP an unhampered real-time connectivity to all its police stations nationwide through Internet Service Providers (ISPs) and utilities which means less paper works, fast and real-time accessibility, more accurate data and information sharing and on-line transmission.

Meanwhile, the fusion of the existing Information Technology Management and Communications and Electronics Service into an integrated Information and Communications Technology Management shall pave the way for the reengineering of a PNP IT infrastructure, necessitating the birth of a new directorate which would carry the mandate, embody the aspiration and manage the assimilation of technologies in its directional capacity and as the one policy-making body pertaining to all ICTs of the PNP. It is along this pursuit that the Directorate for Information and Communications Technology Management (DICTM) was activated on April 1, 2009 through GO DPL-09-08.


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2. Conceptualization of DICTM

Through Executive Order Nr. 269 on January 12, 2004, the Philippine Government Commission of Information and Communications Technology (CICT) was created to develop, promote and advance Information and Communications Technology as a prerequisite for the continued growth of the economy, competitiveness of local firm/industry using ICT, and achievement of national development goals by providing legal, policy and institutional development in this field.

Parallel to the creation of the CICT and to be able to assimilate the information and telecommunications system of the PNP, the Revised Reorganization Plan of the PNP was adopted on August 21, 2008 through NAPOLCOM Resolution No. 2008-447.

On March 2, 2009, Her Excellency President Gloria Macapagal Arroyo approved the proposal of the Chief PNP Police Director General Jesus Ame Verzosa for the creation of the Directorate for Information and Communications Technology Management (DICTM).

On April 1, 2009, the Directorate for Information and Communications Technology Management (DICTM) was officially activated through General Order Number DPL-09-08 with Police Director (Atty) Magtanggol B. Gatdula as its first director.

PDIR ATTY MAGTANGGOL B GATDULA, PhD/CEO VI Director, DICTM - April 01, 2009 to Present Initiated the following programs and innovations; NATIONAL POLICE CLEARANCE SYSTEM NATIONAL REPORTING SYSTEM NATIONAWIDE ICT CAPABILITY ASSESSMENT OF THE PNP REGIONAL INFORMATION AND COMMUNICATIONSTTECHNOLOGY MANAGEMENT DIVISION (RICTMD)


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B. MISSION, VISION AND FUNCTIONS OF THE DICTM

1. Vision

The Directorate for Information and Communications Technology Management (DICTM) envisions an integrated Information Systems that converge with data communications infrastructure for the PNP to provide effective and efficient innovative police services to the people by creating environment that promotes and advances ICT development.

2. Mission

The Directorate for Information and Communications Technology Management (DICTM) shall assist the Chief, PNP in policy formulation and managing information, electronics and communications technology resources to promote, develop, and regulate integrated and strategic ICT systems, and reliable and efficient communications infrastructure in support to the PNP mission.

3. Powers and Functions

a. Formulates and recommends policies, plans and programs on Information Systems, networks, electronics and communications technology resources of the PNP. This includes the inter-operability, integration, standardization, acquisition, utilization, development and maintenance of all ICT assets.

b. Designs, implements and reviews policies and plans for the integration of all the existing information and communication systems of the PNP.

c. Formulates, reviews and updates the PNP Information Systems Strategic Plan and Telecommunications Systems Strategic Plan.

d. Conducts ICT standardization, and research and development. e. Designs and develops personnel ICT capability enhancement

programs through education and training. f. Formulates and recommends digital Information Security policies

for the protection of digital Information and ICT-related intellectual property of the PNP.

g. Manages the radio frequency spectrum allocated to the PNP. h. Administers and enforces all policies, guidelines, standards, rules

and regulations concerning ICT in the PNP. i. Promotes strategic partnership and cooperation with other

government and non-government agencies, and foreign organizations on ICT matters such as R&D, education and training, technology updates, supports and law enforcement.

j. Performs such other powers and functions proper to its mandate or as directed by the C, PNP.


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C. ORGANIZATION STRUCTURE

Acronyms: DICTM – Directorate for Information and Communications Technology Mgmt TDICTM – The Director for Information and Communications Technology Mgmt DDICTM – Deputy Director for Information and Communications Technology Mgmt EX-O – Executive Officer

ICTPPD – ICT Plans and Programs Division SIMD – Systems Integration and Management Division RDD – Research and Development Division ITMS – Information Technology Management Service CES – Communications and Electronics Service RICTOs – Regional Information and Communications Technology Offices

DICTM TDICTM

DDICTM

EX-O

• Policies and Plans Section

• Program Management Section

• Monitoring and Evaluation

Section

• Information Systems Integration and Management Section

• Communications &

Electronics System Section

ITMS CES

• Personnel Officer

• Administrative Officer

• Budget and Fiscal Officer

• ICT Research and Development Section

• Education and Training

Program Section

ICTPPD (ICT Plans & Programs

Division)

SIMD (Systems Integration

and Mgmt. Division)

RDD (Research and

Development Division)

RICTOs


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1. Manning Chart

Legend:

A/B C

(OFFICE)

(D)

A – Police Commissioned Officers (PCOs) B – Police Non-commissioned Officers (PNCOs) C – Non-uniformed Personnel (NUPs) D – Total Number of Personnel

2/2 1

5

1

4

3

1

1

1

1

4 3

6 5

5

1

4 2

6 3

6

1

4 3

5 3

5 4

7

2/1

1/1

1/2

1/2

2/1

2/1

2/1

3/1

2/1

2/1

1/1

1/1

2/1

Budget & Fiscal Officer

1 1

2

4

4


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2. Personnel Distribution Recapitulation

PCOs PNCOs NUPs

PDIR 1 SPO4 1 SG25 0 SG15 4 SG8 4

PCSUPT 1 SPO3 4 SG24 0 SG14 2 SG7 0

PSSUPT 4 SPO2 2 SG22 0 SG13 0 SG6 6

PSUPT 5 SPO1 8 SG19 0 SG12 0 SG4 0

PCINSP 4 PO3 2 SG18 3 SG11 6 SG3 1

PSINSP 9 PO2 0 SG17 0 SG10 1 SG2 0

PINSP 0 PO1 0 SG16 0 SG9 3 SG1 1

TOTAL 24 17 3 16 12

GRAND TOTAL = 72


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D. OFFICES FUNCTIONS AND JOB DESCRIPTIONS

1. OFFICE OF THE DIRECTOR FOR INFORMATION AND COMMUNICATIONS TECHNOLOGY MANAGEMENT

A. The Director for Information and Communications Technology Management

Assists and advises the Chief, PNP in the areas of policy formulation and management for the integration, application and development of Information and Communications Technology in the organization.

Provides direction and control of all human, logistical and financial resources of the directorate to attain its mission and perform its functions.

Directs and supervises projects and activities of the directorate for ICT Management.

Performs other duties as directed by the C, PNP.

B. The Deputy Director for Information and Communications Technology Management

Assists The Director for ICT Management in carrying out his functions.

Represents TDICTM in official conferences, engagement activities when the Director is not available.

Acts as Acting Director in the absence of TDICTM.

Performs other duties as the TDICTM may direct.


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C. The Executive Officer

Provides policy direction and guidance to the divisions for the attainment of the mission and objectives of the directorate.

Closely supervises the implementation of various policy, plans, programs, projects and activities of the directorate.

Supervises the administration and operational functions of the directorate such as personnel, logistical and financial managements of the directorate.

Reviews all outputs of the divisions before endorsing it to the Deputy Director, DICTM.

Performs other duties as directed by TDICTM.

D. Administrative Officer (ADMO)

Directs, controls, plans, coordinates and supervises all administrative activities of the Administrative Office.

Ensures the proper administration of personnel, equipment of the Service.

Formulates plans and policies for the efficiency of the function of the Office.

Monitors the performance evaluation/assessment, personnel evaluation and promotion, evaluation of jobs for guidance and assignment of all organic personnel.

Reviews ways to re-evaluate and develop more productive office procedures and systems.

Performs other duties as may be directed by the TDICTM.

E. Personnel Officer

Directs, coordinates and monitor personnel activities/projects designed to attain the greatest degree of personnel effectiveness.

Reviews statement of service records, certification for approval of immediate supervisor.

Prepares and updates the directorate’s Qualifications Standard.

Prepares the assessment proposals of candidates for promotion.

Monitors and supervises the preparation of action on appointments, transfer, resignation, reinstatement, salary adjustment attendance and other matters pertaining to personnel services for approval of TDICTM.

Prepares communications on personnel matters.

Performs other duties as may be directed TDICTM.


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F. Budget and Fiscal Officer

Prepares Operations Plans and budget estimates in accordance with the approved guidelines and priorities including supporting justifications.

Assists management in the presentation and justification of budget estimates to higher headquarters.

Re-aligns expenditures according to program and projects based on approved appropriations.

Prepares Program Review and Analysis for the effective use of budget.

Acts as Liaison Officer in the follow-up and submission of budgetary requests.

Performs other duties as may be directed by TDICTM.


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2. DIVISIONS

A. Plans and Programs Division

Sets policy agenda on ICT promotion and development.

Formulates, supervises and reviews the implementation of programs in consonance with the PNP thrust on ICT development based on the PNP ISSP, and existing ICT development policies.

Prepares policies and plans in consonance with the PNP ICT thrust in line with the Mission, Vision and Functions of the directorate;

Develops policies and plans for the acquisition, development, maintenance and administration of PNP-wide computer networks;

Prepares annual ICT development plan for the PNP based on the PNP Information Systems Strategic Plan (ISSP).

Develops and recommends tactical and strategic plans aligned to the PNP Information Systems Strategic Plan (ISSP).

Reviews and updates existing PNP Information System Strategic

Plan (ISSP).

Develops and updates PNP Telecommunication Systems Strategic Plan and integrate it to the PNP ISSP.

Formulate, implements and reviews policies and guidelines on Information Security and Cybercrime law enforcement.

Coordinates with other government, non-government and foreign organizations on ICT matters.

Reviews and updates existing ICT policies and guidelines of the

PNP as necessary.

Supervises the ITMS and CES in implementing Information and Communication Technology (ICT) projects.

Performs other tasks as directed by TDICTM.

1. Chief, Plans and Programs Division

1.1 Supervises and monitors the direction and execution of DICTM Plans and Programs.

1.2 Communicates regularly to DICTM through the Executive Officer the progress and status of plans and programs.

1.3 Establishes and maintains adequate records of administrative resources and standards of the PNP to provide inputs for future planning and analyzes.


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1.4 Keep TDICTM fully informed on all significant matters, deviations

from target output and problems, and recommends solutions/actions leading to the improvement of administration and operations of the directorate.

1.5 Performs other functions as may be directed by TDICTM.

2. Assistant Chief, Plans and Programs Division

2.1 Assists the Chief, Plans and Programs Division in the direction and supervision of the division

2.2 Analyses and evaluates reports to be submitted to higher authority.

2.3 Assists in monitoring the execution of the Plans and Programs on ICT.

2.4 Reviews the annual ICT development plan for the PNP. 2.5 Assists in undertaking studies on the development and

implementation of special ICT projects. 2.6 Performs other related functions as directed by TDICTM.

3. Policies and Plans Section

3.1 Reviews and updates existing ICT policies and plans of the PNP. 3.2 Formulates policies in support to PNP thrust on ICT development

based on the PNP ISSP. 3.3 Reviews and updates existing PNP Information System Strategic

Plan (ISSP). 3.4 Develops and updates PNP Telecommunication Systems Strategic

Plan and integrate it to the PNP ISSP. 3.5 Formulates, implements and reviews policies and guidelines on

Information Security and Cybercrime law enforcement. 3.6 Performs other related functions as directed by the DICTM.

4. Program Management Section

4.1 Formulates, implements and evaluates programs on ICT of the

PNP. 4.2 Reviews and updates existing programs of the PNP on ICT. 4.3 Formulates, supervises and reviews the implementation of

programs in consonance with the PNP thrust on ICT development based on the PNP ISSP and existing ICT development policies.

4.4 Coordinates with other government, non-government and foreign organizations on ICT matters.


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4.5 Supervises the ITMS and CES in implementing Information and Communication Technology (ICT) projects and activities.

4.6 Performs other related functions as directed by the TDICTM.

5. Monitoring and Evaluation Section

2.5.1 Formulates, implements and evaluates plans for monitoring and evaluation of different ICT projects of the PNP.

2.5.2 Formulates programs and activities in consonance to the conduct of monitoring and evaluation of ICT projects.

2.5.3 Submits reports of the output of monitoring and evaluation of ICT projects.

2.5.4 Performs other related functions as directed by the TDICTM.

6. Organizational Structure

Policies and Plans Section

Monitoring and Evaluation Section

Program Management Section

Asst Chief, Plans and Programs Division

Chief, Plans and Programs Division


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B. Systems Integration and Management Division

Set policy agenda on Systems Integration for policy formulation, implementation and evaluation.

Formulates, supervises and evaluates the implementation of plans and programs on Information Systems integration and management.

Formulates, supervises and evaluates the implementation of plans and programs for standardization of Information System and Telecommunications codes, variables and parameters.

Formulates plans and policies for the integration of PNP-wide communications system.

Formulates, supervises and evaluates the implementation of plans and programs for telecommunications and electronics projects and activities.

Manages the radio frequency spectrum allocated to the PNP.


1. Chief, Systems Integration and Management Division

1.1 Supervises and monitors the direction and execution of DICTM Plans and Programs on integration and management of Information System and Telecommunications.

1.2 Communicates regularly to DICTM through the Executive Officer the progress and status plans and programs on system integration and management.

1.3 Supervises and monitors the direction and execution of DICTM Plans and Programs on standardization of codes, variable and parameters for integration and management of Information System and Telecommunications.

1.4 Performs other functions as may be directed by DICTM.

2. Assistant Chief, Systems Integration and Management Division

2.1 Assists the Chief, Systems Integration and Management Division in the direction and supervision of the division.

2.2 Analyses and evaluates reports to be submitted to higher authority pertaining to systems integration and management.

2.3 Assists in monitoring the execution of the projects on system integration and management, and integration of telecommunications and electronics system.

2.4 Performs other related functions as directed by TDICTM.


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3. Information System Integration and Management Section

3.1 Formulates, supervises and evaluates the implementation of

Information Systems integration and management plans and programs.

3.2 Formulates, supervises and evaluates the implementation of plans and programs for standardization of Information System and Telecommunications codes, variables and parameters.

3.3 Performs other related functions as directed by the DICTM.

4. Communications and Electronics System Section

4.1 Formulates, supervises and evaluates the implementation of plans and programs for telecommunications and electronics projects and activities.

4.2 Reviews and updates existing programs on development of telecommunications and electronics.

4.3 Formulates, supervises and evaluates the implementation of programs and plans to support effective use of telecommunications and electronics system.

4.4 Formulates plans and policies for the integration of PNP-wide communications system.

4.5 Manages the radio frequency spectrum allocated to the PNP. 4.6 Formulates, supervises and evaluates the implementation of

plans for integrated telecommunications system of the PNP. 4.7 Performs other related functions as directed by the DICTM.

1.5 Organizational Structure

Information Systems

Integration and Mgmt Section Communications and

Electronics System Section

Asst Chief, SIMD

Chief, Systems Integration and Mgmt Division


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C. Research and Development Division

Sets agenda for research on Information and Communications Technology for the PNP.

Formulates, supervises and evaluates the implementation of plans and programs on ICT standardization of codes, variables and parameters.

Formulates, supervises and evaluates the implementation of research-related projects and activities in support to the formulation, review and updates of the PNP Information Systems Strategic Plan and Telecommunication Systems Strategic Plan.

Formulates, supervises and evaluates the implementation of plans and programs for standardization of Information Systems and Telecommunications codes, variables and parameters.

Conduct research and development on latest Information and Communications Technology products and services.

Reviews, evaluates and recommends approval of data and communications system design and integration for the PNP.

Formulates, supervises and evaluates the implementation of plans and programs for ICT education and training.

Conducts literacy and awareness programs on latest ICT products and services that are applicable to the PNP.

Maintains library of references on ICT standardization.


1. Chief, Research and Development Division 1.1 Supervises and monitors the direction and execution of DICTM

Plans and Programs for research on latest ICT products and services.

1.2 Communicates regularly to DICTM through the Executive Officer the progress and status of research projects and activities.

1.3 Supervises and monitors the direction and execution of DICTM Plans and Programs on standardization of codes, variable and parameters of Information Systems and Telecommunications Systems.

1.4 Supervises and directs the setting of agenda and conduct of research and development.

1.5 Supervise and directs the conduct of research for formulation and updates of the Information Systems Strategic Plan and Telecommunication Systems Strategic Plan.

1.6 Performs other functions as may be directed by DICTM.


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2. Assistant Chief, Research and Development Division

2.1 Assists the Chief, Research and Development Division in the direction and supervision of the division.

2.2 Analyses and evaluates reports to be submitted to higher authority pertaining to ICT research and development.

2.3 Assists in monitoring the execution of the projects on research and development, and standardization.

2.4 Performs other related functions as directed by TDICTM.

3. ICT Research and Development Section

3.1 Sets agenda for the conduct of research and development on latest ICT products and services that are applicable and advantageous to the PNP.

3.2 Formulates, supervises and evaluate the implementation plans and programs for standardization of codes, variables and parameters on ICT.

3.3 Formulates, supervises and evaluates the implementation of plans and programs for standardization of Information Systems codes, variables and parameters for Information Systems and Telecommunication Systems.

3.4 Formulates, supervises and evaluates the implementation of research-related projects and activities for the formulation, review and updates of the PNP ISSP and Telecommunication Systems Strategic Plan


4. Education and Training Program Section

4.1 Formulate, supervises and review the implementation of ICT-related enhancement courses of the PNP.

4.2 Undertakes research on ICT trends and updates applicable to the

PNP to revise and supplement education and training program on ICT.

4.3 Develops and revises education and training methods, procedures and standards to complement and adapt to the continuing changes of technological demand of the organization.

4.4 Incorporates Police Education and Value Orientation Programs of the PNP in ICT educations and training.



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5. Organizational Structure

ICT Research and Development Section

Education and Training Program Section

Asst Chief, Research and Development Division

Chief, Research and Development Division


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A. SUPPORT UNITS

1. Information Technology Management Service

The PNP Information Technology Management Service formulates, updates, and disseminates IT policies, guidelines, and standards towards the proper development and implementation of information systems in the PNP. The office also provides computer-based information systems development, data processing, systems support, and conducts IT-related research and training services.

Organizational Structure

SECURITY PCR FINANCE BUD & FISCAL PLANS

OFFICE OF THE

DIRECTOR

DMD SMD COD TRD

STAFF OFFICES

Inspectorate

CHIEF OF STAFF

LINE DIVISIONS

WSCSD

ADMIN

NMD

DEPUTY DIRECTOR

ICT PERSONNEL (DEPLOYED)


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2. Communications and Electronics Service

To Communications and Electronics Service provides Communications-Electronics service and support necessary for the accomplishment of PNP tasks. Its functions are to install, operate and maintain communications system in support of PNP-wide activities, including coordination, command and control, communications security, and service support. It also provides direct support to all operations of the PNP, fixed communications facilities and technical support for the NHQ, NSUs, regional and provincial offices.

Organizational Structure


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II. OPERATIONS

1. ADMINISTRATIVE OFFICE

1.1. Certification

TITLE Procedure No. No. of Pages

Certification 1.1 3

INTERFACES DICTM Admin Office and Personnel

1.1.1. OBJECTIVE

Prescribing the guidelines and procedures in the issuance of Certificate of Duty Status.

1.1.2. REFERENCE 1.1.3. DEFINITION OF TERMS

1.1.3.1. Certification – the act of certifying a person, thing or document; or state of being certified. Certification maybe valid for a certain period of time or lifetime.

1.1.4. REQUIREMENTS

1.1.4.1. For Processing of Claims 1.1.4.2 Implementing Order like RCA Order, Long Pay Order and the

likes. 1.1.4.3 For Loan Purposes 1.1.4.4 Filled out Loan Form from Lending Investor 1.1.4.5 Latest Photocopy of Pay slip 1.1.4.6 Others Client Purpose


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1.1.5. FLOWCHART 1.1.6. NARRATIVE

1.1.6.1. The Client will submit the required documents to the

Administrative Office. 1.1.6.2. The Personel PNCO will evaluate the submitted requirements

and prepare the Certificate of Duty Status. 1.1.6.3. The Personnel Officer will verify the documents and sign to

certificate. 1.1.6.4. The Administrative Officer will sign the Certificate of Duty Status. 1.1.6.5. Admin Office will release/issue the certification.

1.1.7. SERVICE STANDARD

Transaction Type Turn Around Time

Average Transaction Time

Submission of Requirements

Evaluation of the Requirements 2 hours

Verification of the Requirements 1 hour

Notation of Admin Officer 30 mins

Total Average Transaction Time 3 hours and

30 mins

END

START

Submission of requirements to Admin

Office

Evaluation of the requirements & preparation

of the certificate.

Verification of the Certification

Notation of the

Certification

Releasing of Certificate

of Duty Status


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1.2. Commutation Order


Commutation Order 1.2 3


1.2.1. OBJECTIVE

Prescribing the guidelines and procedures in the applications of issuance

of Commutation Order. 1.2.2. REFERENCES

1.2.2.1. Section 39 of RA 6975, An Act Establishing The Philippine

National Police Under A Reorganized Department Of The Interior And Local Government, And For Other Purposes.

1.2.3. DEFINITION OF TERMS

1.2.3.1. Commutation Order ~ is an order that certifies the unused leave

credits of the personnel. 1.2.4. REQUIREMENTS

1.2.4.1. Unit Endorsement 1.2.4.2. Retirement Orders 1.2.4.3. Updated Leave Credits from RMD, DPRM 1.2.4.4. Updated Service Record 1.2.4.5. Latest Promotion Order


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1.2.5. FLOWCHART

Submission of requirements to Admin

Office

END

START

Countersignature of the Administrative Officer

Evaluation of the requirements & preparation of the

endorsement (Personnel PNCO)

Endorsement of the Director

Verification of the requirements (Personnel Officer)

Submission of Folder to DPRM for issuance of implementing

orders


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1.3. Compulsory Retirement

1.3.1. OBJECTIVE

Prescribing the guidelines and procedures in the compulsory retirement of DICTM personnel. 1.3.2. REFERENCES

1.3.2.1. Section 39 of RA 6975, An Act Establishing The Philippine National Police Under A Reorganized Department Of The Interior And Local Government, And For Other Purposes.


1.3.3.1. Compulsory Retirement Compulsory retirement, for officer

and non-officer, shall be upon the attainment of age fifty-six (56): Provided, That, in case of any officer with the rank of chief superintendent, director or deputy director general, the Commission may allow his retention in the service for an unextendible period of one (1) year.

1.3.4. REQUIREMENTS

1.3.4.1. Unit Endorsement 1.3.4.2. Basic Letter Request 1.3.4.3. Service Record 1.3.4.4. Latest Promotion Order 1.3.4.5. PLEB Clearance 1.3.4.6. NAPOLCOM Clearance 1.3.4.7. Unit Clearances (Non Money/Property and Non-Pending Case) 1.3.4.8. IAS Clearance 1.3.4.9. DIDM Clearance 1.3.4.10. Latest Statement of Assets, Liabilities and Net worth.


Compulsory Retirement 1.3 3



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1.3.6.1. The Client will submit two copies of the requirements to

Administrative Office. 1.3.6.2. The Personnel PNCO will evaluate the submitted requirements

and prepare the Unit Endorsement. 1.3.6.3. The Personnel Officer will verify the documents. 1.3.6.4. The Administrative Officer will countersign the endorsement letter. 1.3.6.5. The Director will endorse the issuance of retirement order. 1.3.6.6. Submission of folder to DPRM for issuance of implementing

order. 1.3.7. SERVICE STANDARD

Transaction Type

Turn Around Time

Average Transaction

Time




Countersignature of Admin Officer 30 mins

Command Group 1 hour & 30 mins

Endorsement of the Director 1 hour

Total Average Transaction Time 6 hours

END

START

Submission of requirements

to Admin Office


of the endorsement (Personnel PNCO)

Verification of the requirements

(Personnel Officer)

Countersignature of the Administrative Officer

Endorsement of the Director

Submission of Folder to DPRM for issuance of implementing orders


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1.4. Conferment of Awards


Conferment of Awards 1.4 3


1.4.1. OBJECTIVE

To issue and confer awards to DICTM personnel following the prescribed guidelines and procedures in the conferment of authorized decorations, service medals, ribbons and badges of the PNP. 1.4.2. REFERENCES

1.4.2.1. PNP MEMO CIRCULAR NO 2006-014 dated July 26, 2006, “Rules and regulations in the conferment of authorized decorations, service medals, ribbons and badges to the personnel of the Philippine National Police.”

1.4.2.2. NAPOLCOM MEMO CIRCULAR 2006 – 03 dated November 30, 2006, “Further Amending Memorandum Circular No 93-018 entitled Prescribing the Authorized Decorations, Service Medals, Ribbons and Badges of the Philippine National Police.”


1.4.3.1. DICTM Personnel Board is the panel headed by Deputy Director

created to evaluate, assess and/or deliberate DICTM personnel matters such as personnel procurement, movement, development and maintenance prior recommendation to the Director, DICTM for his approval.

1.4.3.2. DICTM Working Committee is the team from Admin Office created to assist the Board administratively and shall be responsible for the initial screening and evaluation of personnel matters prior deliberation of the Board.

1.4.4. REQUIREMENTS

1.4.4.1. Administrative accomplishment of personnel 1.4.4.2. Approved Personnel Board Resolution


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1.4.5. FLOWCHART

Client will provide

accomplishments

Deliberation of the

Personnel Board

Recommendation for Approval of the Board

Resolution

Issuance of Order of

Admin Office

Working Committee will preliminarily evaluate

and assess the accomplishment/s

Conversion of Leave

Credits to DPRM

START

END


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1.4.6. NARRATIVE

1.4.6.1. The Client – Division Chief/Key Officers will submit administrative accomplishment to Administrative Office (Working Committee) for preliminary screening and evaluation.

1.4.6.2. The Working Committee will assess and evaluate the accomplishment/s prior deliberation to the Board.

1.4.6.3. The Personnel Board will reevaluate the accomplishment and recommend approval or disapproval of the awards, medals and recognition.

1.4.6.4. The Administrative Office will issue appropriate awards, medals and recognition to the personnel.

1.4.6.5. The Administrative Office will furnish a copy of the issued Medals to DPRM for the conversion of such to leave credits to be enjoyed by concerned personnel from date of conferment onwards but not later than the last day of the next calendar year.

1.4.7 SERVICE STANDARD



Submission of Accomplishment Report

Preliminary Screening of Working Committee

1 to 2 days

Deliberation and Recommendation of the Board

2 days

Approval of the TDICTM 1 day

Issuance of Order 1 hour

Total Average Transaction Time 5 days and 1

hour


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1.5. PNP ID Application

1.5.1. OBJECTIVE: Prescribing the guidelines and procedures in the applications of PNP ID. 1.5.2. REFERENCES

1.5.2.1. DPRM Form 1A – 2007.


1.5.3.1. DPRM Form 1A – 2007 - the revised PNP ID Application Form.

1.5.4. REQUIREMENTS 1.5.4.1. New Applicant

1.5.4.1.1 Endorsement from the Administrative Officer 1.5.4.1.2 Accomplished PNP ID Form 1.5.4.1.3 Appointment Order 1.5.4.1.4 Authenticated Latest Payslip

1.5.4.2. Renewal/Update 1.5.4.2.1. Endorsement from the Admin Officer 1.5.4.2.2. Accomplished PNP ID Form 1.5.4.2.3. Surrender Old/Expired ID 1.5.4.2.4. Promotion Order if newly promoted 1.5.4.2.5. Demotion Order if demoted 1.5.4.2.6. Change Status/Amendment Order if Amended/Changed

1.5.4.3. Retired 1.5.4.3.1. Endorsement from the Admin Officer 1.5.4.3.2. Accomplished PNP ID Form 1.5.4.3.3. Retirement Orders 1.5.4.3.4. Surrender old ID

1.5.4.4. Replacement (loss/dilapidated) 1.5.4.4.1. Endorsement from the Admin Officer 1.5.4.4.2. Accomplished PNP ID Form 1.5.4.4.3. Affidavit of Loss if loss 1.5.4.4.4. Surrender dilapidated ID if dilapidated 1.5.4.4.5. Payment of Php 60.00 for the replacement of ID Card


ID Application 1.5 4



30


1.5.6.1. The Client will submit the accomplished ID Application Form

required and required documents to the Administrative Office. 1.5.6.2. The Personnel PNCO will evaluate the submitted requirements

and prepare the Unit Endorsement. 1.5.6.3. The Personnel Officer will verify the documents and countersign

to the ID application form. 1.5.6.4. The Administrative Officer will sign the ID Application Form and

the endorsement. 1.5.6.5. The liaison officer will submit the application to RMD, DPRM for

issuance of PNP ID. 1.5.6.5. Distribution of PNP ID to the concerned Personnel.


to Admin Office


endorsement

Verification of the

requirements

Signature of the Application Form and Endorsement

Memorandum

Liaison Officer will submit the application to RMD ,

DPRM

Release of PNP ID

START

END


31







Countersignature of Admin Officer

30 mins

Command Group 1 hour & 30 mins

Endorsement of the Director 1 hour

Total Average Transaction Time 6 hours


32

1.5.8. SAMPLE FORMAT


33

1.6. Filing of Leave of Absence


Filing of leave of absence for all DICTM personnel.

1.6 6

INTERFACES DICTM Admin Office/Command Group/Personnel

1.6.1. OBJECTIVE

To provide procedures and guidelines in the application of leave of absence for all DICTM personnel. 1.6.2. REFERENCES

1.6.2.1. PNP Circular No.2002-009 dated May 21, 2002 1.6.2.2. Rule XVI of the Omnibus Rules Implementing Book V of the

Administrative Code of 1987 (Executive Order 292)


1.6.3.1. Leave form (CSC Form No.6) – To be accomplished for filing a Leave of Absence

1.6.3.2. Leave of Absence (LOA) - is a term used to describe a period of time that one is to be away from his/her primary job, while maintaining the status of employment. This term is in contrast to normal periods away from the workplace, such as vacations, holidays, hiatuses, sabbaticals, and “working from home” programs, in that they are considered to be exceptional circumstances, rather than benefits. Generally such an arrangement has a predefined termination at a particular date or after a certain event has occurred.

1.6.4. REQUIREMENTS

1.6.4.1. For vacation/sick leave abroad 1.6.4.1.1. Letter endorsement from unit chief 1.6.4.1.2. Basic letter request, including the number of days,

reason for leave and address while on leave 1.6.4.1.3. Duly accomplished CSC form No.6 1.6.4.1.4. Breakdown of leave credits from RMD, DPRM 1.6.4.1.5. NHQ IAS and Legal Service clearances 1.6.4.1.6. Unit Clearances 1.6.4.1.7. Certificate of non-pending case


34

1.6.4.1.8. Certificate of non-money/property accountability 1.6.4.2. For sick leave exceeding five (5) days & maternity leave

1.6.4.2.1. Certificate indicating therein the period and nature of treatment and with license number of the attending physician indicted.

1.6.4.2.2. Duly accomplished CSC form No.6 1.6.4.3. For sick leave not exceeding five (5) days

1.6.4.3.1. Accomplished CSC Form No. 6 1.6.4.3.2. Affidavit

1.6.4.4. For special, mandatory, emergency, & paternity leave 1.6.4.4.1. Duly accomplished CSC form No.6


35

1.6.5. FLOWCHART START

END

Client will duly accomplish CSC Form No. 6

and prepare necessary document.

Personnel Clerk receives and checks the completeness of the requirements.

C, Clerk/NUP Supervisor records the dates and countersigns on the leave form.

Personnel Officer signs on the leave form.

Morale & Welfare Staff prepares the Unit Endorsement.

ADMO signs on the leave form.

Command Group - DDA signs the Unit

Endorsement

Liaison Officer transmits the endorsement

to TDPRM, RMD.

TDPRM, RMD issues appropriate implementing order and furnish the unit concerned.

Client will duly accomplish CSC Form No. 6

and prepare necessary document.

Personnel Clerk receives and checks the completeness of the requirements.

C, Clerk/NUP Supervisor records the dates and countersigns on the leave form.

Personnel Officer signs on the leave form.

Morale & Welfare Staff prepares the Unit Endorsement.

ADMO signs on the leave form.

Command Group - DDA signs the Unit

Endorsement


36

1.6.6. NARRATIVE

1.6.6.1. The clients duly accomplish CSC Form No. 6 (2 copies) and files leave application at the admin office.

1.6.6.2. The personnel clerk receives the application, check the completeness of the requirements then forward the applications to NUP Supervisor for NUP and to C, Clerk for Uniformed Personnel.

1.6.6.3. NUP Supervisor/C, Clerk record the dates indicated on the leave form then countersigns.

1.6.6.4. The Personnel Officer signs the leave form. 1.6.6.5. The Morale and Welfare Staff prepares unit endorsement. 1.6.6.6. The Administrative Officer signs the leave form. 1.6.6.7. The TDICTM signs the unit endorsement. 1.6.6.8. The Liaison Officer forwards the accomplished leave form and

endorsement to TDPRM, RMD. 1.6.6.9. TDPRM will issue implementing orders and furnish the concerned

unit. 1.6.7. SERVICE STANDARDS



Receive /Checking of Documents

20 mins

Recording & countersigning 10 mins

Pers Officer Signature 10 mins

Preparation of Unit Endorsement

20 mins

ADMO Signature 10 mins

DDA Signature 30 mins

Transmittal to TDPRM 30 mins

Issuance of order

Total Average Transaction Time 2 hours 10 minutes


37



38

1.7. Issuance of Letter of Accommodation


Issuance of Letter of Accommodation

1.7 4

INTERFACES DICTM Admin Office/Personnel

1.7.1. OBJECTIVE

Prescribing the guidelines and procedures in the issuance of Letter of Accommodation to a uniformed personnel 1.7.2. REFERENCES

1.7.2.1. PNP MEMO CIRCULAR NO 99 – 016, “Guidelines on the Transfer/Reassignment of PNP Personnel.”

1.7.2.2. Memo from TADPRM dated June 29, 2007 re: Requirements for Transfer of PNP Personnel.


1.7.3.1. Letter of Accommodation - is a letter given to personnel who

are willing to be assigned to a unit/office which was duly signed by the Director/Chief of Office of the gaining unit/office.

1.7.4. REQUIREMENTS 1.7.4.1. Basic Letter Request 1.7.4.2. Projected Designation to position commensurate to the rank

based on T.O. Position if personnel is a PCINSP to PSSUPT rank.

1.7.4.3. Updated CSC Personal Data Sheet


39

1.7.5. FLOWCHART

START

Evaluation of the requirements and

Preparation of the Letter

(Personnel PNCO)

Verification of the requirements and letter

(Personnel Officer)

Recommend approval of the Administrative Officer

Approval of the Director

Releasing of Letter of Accommodation


to Admin Office

END


40

1.7.6. NARRATIVE

1.7.6.1. The Client will submit the requirements to Administrative Office. 1.7.6.2. The Personnel PNCO will evaluate the submitted requirements

and prepare the Letter of Accommodation. 1.7.6.3. The Personnel Officer will verify the documents and countersign

to the letter. 1.7.6.4. The Administrative Officer may/may not talk to the client then will

recommend approval of the accommodation. 1.7.6.5. The Director will approve or disapprove the letter of

accommodation. 1.7.6.6. Releasing of Letter of Accommodation.







Recommendation of Admin Officer

4 hours

Command Group 3 hours

Approval of the Director 2 hour

Total Average Transaction Time 1 day and 4

hours


41


Republic of the Philippines Department of the Interior and Local Government

NATIONAL POLICE COMMISSION NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE

DIRECTORATE FOR INFORMATION AND COMMUNICATIONS TECHNOLOGY MANAGEMENT Camp Crame, Quezon City

[email protected]

September 15, 2009

A C C O M M O D A T I O N

THIS IS TO CERTIFY that PCI JUAN DELA CRUZ, 0-123456 assigned

at QCPD, NCRPO is granted accommodation to this Directorate.

This certification is issued to subject PCO to facilitate the issuance of

his/her reassignment order.

ATTY MAGTANGGOL B GATDULA, Ph.D/CEO VI Police Director


42

1.8. Transfer/Reassignment of Uniformed Personnel


Transfer/Reassignment of Uniformed Personnel

1.8 3


1.8.1. OBJECTIVE

Prescribing the guidelines and procedures in the transfer/reassignment of uniformed personnel to other Units. 1.8.2. REFERENCES

1.8.2.1. PNP MEMO CIRCULAR NO 99 – 016, “Guidelines on the Transfer/Reassignment of PNP Personnel.”

1.8.2.2. Memo from TADPRM dated June 29, 2007 re: Requirements for Transfer of PNP Personnel.


1.8.3.1. Transfer - is a movement from one position to another which is of

equivalent rank, level or salary without break in service involving the issuance of an appointment.

1.8.3.2. Reassignment - is the movement of an employee from one organizational unit to another in the same department or agency which does not involve a reduction in rank, status, or salary and doest not require the issuance of appointment.

1.8.3.3. Availability of Reassignment - is a certificate being given by the losing unit duly signed by its Director/Chief of Office granting the transfer of personnel to another unit.

1.8.3.4. Letter of Accommodation - is a letter given to a personnel who are willing to be assigned to a unit/office which was duly signed by the Director/Chief of Office of the gaining unit/office.

1.8.4. REQUIREMENTS

1.8.4.1. Unit Endorsement 1.8.4.2. Availability of Reassignment 1.8.4.3. Basic Letter Request of the Uniformed Personnel 1.8.4.4. Updated DICTMC Personal Data Sheet 1.8.4.5. Letter of Accommodation


43

1.8.4.6. Clearances (Non Money/Property and Non-Pending Case and IAS)

1.8.4.7. Certification that subject personnel is not a witness in admin/criminal case

1.8.4.8. Certificate of no pending case for resolution if he/she is a Summary Hearing Officer


44


1.8.6.1. The Client will submit the requirements to Administrative Office. 1.8.6.2. The Personnel PNCO will evaluate the submitted requirements

and prepare the Certificate of Availability for Transfer. 1.8.6.3. The Personnel Officer will verify the documents and countersign

to the certificate. 1.8.6.4. The Administrative Officer may/may not talk to the client then will

recommend approval of the transfer. 1.8.6.5. The Director will approve or disapprove the reassignment of the

personnel. 1.8.6.6. If approved, the Administrative Office will submit the folder to

DPRM for the issuance of implementing order.

Submission of requirements to Admin Office

Recommend approval of the

Administrative Officer


Submission of Folder to DPRM for the issuance of

implementing order

END

START

Evaluation of the requirements and Preparation

of Certificate (Personnel PNCO)

Verification of the requirements and certificate

(Personnel Officer)


45








4 hours



Total Average Transaction Time 1 day and 4

hours


46

1.8.8. SAMPLE

Republic of the Philippines Department of the Interior and Local Government

NATIONAL POLICE COMMISSION NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE


Camp Crame, Quezon City [email protected]

September 15, 2009

AVAILABILITY FOR TRANSFER

Availability for transfer is hereby granted to ________________________

(NAME OF PCO/PNCO) for transfer to: __________________________where he is projected to be designated

(GAINING UNIT) to the position of _______________ at said unit. Subject is cleared of money and property accountabilities from this unit; has no pending administrative/criminal case and is not a witness in an administrative/criminal case as of this date. This is issued upon the request of subject PCO/PNCO to facilitate the issuance of his/her reassignment order.

ATTY MAGTANGGOL B GATDULA, Ph.D/CEO VI Police Director


47

1.9. Resignation of Personnel


Resignation of Personnel 1.9 3


1.9.1. OBJECTIVE

Prescribing the guidelines and procedures in the processing of resignation of personnel. 1.9.2. REFERENCES

1.9.2.1. Civil Service guideline on resignation of personnel 1.9.2.2. PNP guidelines on resignation of personnel


1.9.3.1. Resignation - is the formal act of giving up or quitting one's office

or position. A resignation can occur when a person holding a position gained by election or appointment steps down, but leaving a position upon the expiration of a term is not considered resignation. An employee who chooses to leave a position is considered a resignation, as opposed to termination, which occurs when the employee involuntarily loses a job.

19.4. REQUIREMENTS

19.4.1. Unit Endorsement 19.4.2. Basic Letter Request 19.4.3. Service Record 19.4.4. Clearances (Non Money/Property and Non-Pending Case and

IAS) 19.4.5. Latest Statement of Assets, Liabilities and Net worth.

http://en.wikipedia.org/wiki/Election

http://en.wikipedia.org/wiki/Termination_of_employment


48


19.6.1. The Client will submit the requirements to Administrative Office. 19.6.2. The Personnel PNCO will evaluate the submitted requirements

and prepare the Unit Endorsement. 19.6.3. The Personnel Officer will talk to the client regarding his/her

resignation. The documents will also be verified. 19.6.4. The Administrative Officer may/may not talk to the client then will

recommend approval of the resignation. 19.6.5. The Director will approve or disapprove the letter of

accommodation. 19.6.6. Releasing of Letter of Accommodation.

START


to Admin Office


endorsement (Personnel PNCO)


(Personnel Officer)




END


49








4 hours



Total Average Transaction Time 1 day and 4 hours


50

1.10. Optional Retirement


Optional Retirement 1.10 3


1.10.1. OBJECTIVE

Prescribing the guidelines and procedures in the optional retirement of DICTM personnel. 1.10.2. REFERENCES

1.10.2.1. Section 40 of RA 6975, An Act Establishing The Philippine National Police Under A Reorganized Department Of The Interior And Local Government, And For Other Purposes.


1.10.3.1. Optional Retirement - Upon accumulation of at least twenty

(20) years of satisfactory active service, an officer or non-officer, at his own request and with the approval of the Commission, shall be retired from the service and entitled to receive benefits provided by law.

1.10.4. REQUIREMENTS

1.10.4.1. Unit Endorsement 1.10.4.2. Basic Letter Request 1.10.4.3. NAPOLCOM Approval 1.10.4.4. Service Record 1.10.4.5. Latest Promotion Order 1.10.4.6. PLEB Clearance 1.10.4.7. NAPOLCOM Clearance 1.10.4.8. Unit Clearances ( Non Money/Property and Non-Pending

Case) 1.10.4.9. IAS Clearance 1.10.4.10. DIDM Clearance 1.10.4.11. Latest Statement of Assets, Liabilities and Net worth.


51


1.10.6.1. The Client will submit two copies of the requirements to

Administrative Office. 1.10.6.2. The Personnel PNCO will evaluate the submitted

requirements and prepare the Unit Endorsement. 1.10.6.3. The Personnel Officer will talk to the client regarding his/her

optional retirement. The documents will also be verified. 1.10.6.4. The Administrative Officer may/may not talk to the client then

will recommend approval of the resignation. 1.10.6.5. The Director will approve or disapprove the application of

optional retirement. 1.10.6.6. Submission of folder to DPRM for issuance of implementing

order.


to Admin Office


of the endorsement (Personnel PNCO)


(Personnel Officer)




START

END


52








4 hours



Total Average Transaction Time 1 day and 4 hours


53

2. BUDGET AND FISCAL OFFICE

2.1. Funding and Procurement of Request from Divisions/Offices


Funding/Procurement of Requests from different DICTM Divisions/Offices

2.1 3

INTERFACES DICTM Divisions and Offices

2.1.1. OBJECTIVE

To provide fund for the procurement/purchase of approved request by D,CS for supplies, equipment and other logistics.

2.1.2. REFERENCES

RA 6975 as amended by RA 8551


2.1.3.1. Funding or financing - is to provide capital (funds), which means money for resources (logistics and personnel) for implementation of project, activity or program.

2.1.4. REQUIREMENTS

2.14.1. Submitted request by DICTM Division and Offices 2.1.4.2. Approval of TDICTM 2.1.4.3. Available source of funding 2.1.4.4. Implementation of project 2.1.4.5. Conduct of an activity based on given scheduled program

http://en.wikipedia.org/wiki/Financing

http://en.wikipedia.org/wiki/Capital_%28economics%29


54

Coordinate / Validate with concerned Divisions/Offices

re Request

For Procurement/ Implementation

Forward to SAO For Recording

Memo Request for Funding/Procurement

(From Different Divisions/Offices)

For Recommendation

For Approval / Notation

of TDICTM

2.1.5. FLOWCHART

START

END


55

2.1.6. NARRATIVE

2.1.6.1. Memo request for funding and procurement from different DICTM Division and Office for the purchase of supplies, equipment and other resources for the conduct of their respective tasks. Other purpose of request is with regards to the implementation of specific project or for the conduct of particular activity/program.

2.1.6.2. Validate request based on the requirement of the division and on their monthly-required supplies. Validation includes reference on signed or approved implementation of project. Other aspect of validation includes programmed/scheduled activity of the directorate.

2.1.6.3. Creation of memo for recommendation or comment for the said request. 2.1.6.4. For approval/notation or disapproval of TDICTM. 2.1.6.5. Upon approval, program for procurement requested resources based on

available funds. 2.1.6.6. Forward to SAO procured resources for recording/inventory purpose

and subsequent release of said resources to the requesting division/office.

2.1.7. SERVICE STANDARDS



Receipt of request for funds 1 day

Coordination/validation of the fund requirement

1 day

Recommendation/Comment to TDICTM 1 days

Approval/Notation of TDICTM 1 day

Total Average Transaction Time 4 days


56

3. PLANS AND PROGRAMS DIVISION

3.1 Formulation of Plans, Programs and Activities of DICTM


Formulation of Plans, Programs and Activities of DICTM

3.1 3

INTERFACES DICTM PPD and other PNP Offices

3.1.1 OBJECTIVE:

3.1.1.1 To create action plans, programs and activities pertaining to

Information and Communications Technology which will serve as guidelines for the DICTM and all its units.

3.1.2 REFERENCES

3.1.2.1 Activation of DICTM pursuant to NHQ-PNP General Orders Number DPL-09-08 dated April 1, 2009.

3.1.2.2 PNP Information Systems Strategic Plan 3.1.2.3 PNP Telecommunications System Strategic Plan

3.1.3 DEFINITION OF TERMS

3.1.3.1 Plan – is typically any procedure used to achieve an objective. It is a set of intended actions through which one expects to achieve a goal

3.1.3.2 Program – are plans or schedules to be followed. Programs comprise goals, policies, procedures, rules, tasks, assignments, steps to be taken, resources to be used, and other mediums necessary to carry out a given course of action supported by budgets. A program maybe a minor one formulated by a single supervisor to improve the morale of personnel in the DICTM.

3.1.3.3 Project - is a temporary endeavor undertaken to create a unique product or service. A project usually needs resources to deliver its results. Most of the time project execution is based on detailed plan, which considers also external factors and constraints. Planning, execution and controlling of project is the primary field of project management.

http://en.wikipedia.org/wiki/Product_%28business%29

http://en.wikipedia.org/wiki/Service

http://en.wikipedia.org/wiki/Factors_of_production

http://en.wikipedia.org/wiki/Constraint

http://en.wikipedia.org/wiki/Project_management


57

3.1.4 REQUIREMENTS

3.1.4.1 Specific activity based on the DICTM annual schedule of activities. 3.1.4.2 Specific conduct of activity based on the specific function of the

DICTM


58

3.1.5 FLOW CHART

START

END

Route the report for review, comments and suggestions

(To: EX-O,DDICTM)

Approval and signature (TDICTM)

Team Building on the creation of plans, programs, projects of DICTM Divisions,

ITMS & CES

Consolidation and finalization on the outcome of the summit

(Plans & Programs Division)

Implementation of the Plan (DICTM Divisions)

Monitoring of compliance (Command Group)

Dissemination of memo to all divisions/offices re formulation of action

plan, programs and activities


59

3.1.6 NARRATIVE

3.1.6.1 The Plans and Programs Division shall formulate plans, programs and activities for the Directorate for Information and Communications Technology Management which will act as guidelines for all DICTM units/divisions.

3.1.6.2 The ADMO shall schedule a seminar/workshop for the formulation of plans, programs and activities to be participated in by all DICTM Staff, Chief Plans of ITMS and CES.

3.1.6.3 The output of the workshop shall be consolidated by the Plans and Programs Division.

3.1.6.4 Route of the draft plan to the DICTM Command Group for review, comments and suggestions. Subsequently, revision to finalize the plan.

3.1.6.5 Approval of TDICTM 3.1.6.6 Implementation of the plan by all divisions/offices. 3.1.6.7 Monitoring of the implementation of the plan.

3.1.7 SERVICE STANDARDS

Transaction Type

Turn Around Time

Average Transaction

Time

Dissemination to all divisions/offices re formulation of plans of DICTM

1 day

Team Building on the creation of plans, programs, projects of DICTM Divisions, ITMS & CES

2 days

Consolidation and finalization on the outcome of the summit

5 days

For Review, Comments and approval and dispatch (routing of document)

3 days

Approval and Signature of the Action Plan by TDICTM

1 day

Implementation of the plan Period of the

activity

Monitoring of the implementation Period of the

activity

Total Average Transaction Time

12 days – excluding the

period of implementation


60

3.2 Field Inspection at Police Regional Offices


Field Inspection at Police Regional Offices

3.2 3


3.2.1 OBJECTIVE

3.2.1.1 To evaluate the viability of PNP ICT projects that would suit the various needs for ICT services in the different PNP Regional sites;

3.2.2 REFERENCES


3.2.2.2 PNP ITP Action Plan for 2009, Integration of Operational and Administrative database of the PNP.

3.2.2.3 Verbal Instruction of C, PNP to standardize the PNP policies, programs, and projects pertaining to ICT.

3.2.2.4 Verbal Instruction of the C, PNP to integrate the operational and administrative database of the PNP.

3.2.2.5 Memorandum Update on Leaders Q and ICT Capability of PNP Field Units from D, ITMS dated May 13, 2009.


3.2.3.1 Inspection - is, most generally, an organized examination or

formal evaluation exercise. It involves the measurements, tests, and gauges applied to certain characteristics in regard to an object or activity. The results are usually compared to specified requirements and standards for determining whether the item or activity is in line with these targets.

3.2.3.2 Information Systems (IS) - is the system of persons, data records and activities that process the data and information in a given organization, including manual processes or automated processes.

http://en.wikipedia.org/wiki/System

http://en.wikipedia.org/wiki/Data

http://en.wikipedia.org/wiki/Process

http://en.wikipedia.org/wiki/Information

http://en.wikipedia.org/wiki/Manual

http://en.wikipedia.org/wiki/Automated


61

3.2.3.3 Information Technology (IT) - is "the study, design, development, implementation, support or management of computer-based information systems, particularly software applications and computer hardware."

3.2.3.4 Information Communications Technology (ICT) - is the broader term of IT to explicitly include the field of electronic communications.

3.2.4 REQUIREMENTS

3. 2.4.1 Approved IMPLAN regarding Field Visitations to Police Regional

Offices


62

3.2.5 FLOW CHART

START

Designate Tasks

Courtesy call to host RD

Conference Creation of IMPLAN re Field Visitation at

PROs

Coordinate with the host PROs

Prepare Tools/Materials

Jump off

Conduct of Inspection re ICT capability of

the PROs

Render After Activity Report

END


63

3.2.6 NARRATIVE

3.2.6.1 The Plans and Programs Division shall prepare an IMPLAN regarding the scheduled visit of DICTM to the PRO.

3.2.6.2 Designation of Tasks. Once the IMPLAN is approved, C,PPD DICTM, C, Plans of CES and C, WSCSD shall prepare their respective reports/briefing manuals.

3.2.6.3 C, Plans of CES and C, WSCSD shall prepare their respective reports/briefing manuals.

3.2.6.4 The ADMO, DICTM shall coordinate with the host PRO for the scheduled visit of the DICTM. C, Budget/Finance shall provide transportation and lodging allowances for the visiting DICTM staff.

3.2.6.5 Upon arrival to the PRO, DICTM staff shall render a courtesy call to the host Regional Director.

3.2.6.6 A conference will be held after the courtesy call. 3.2.6.7 An inspection of the ICT capabilities of the PRO’s will follow to

assess further needs of the Police Regional Office. 3.2.6.8 An after activity report signed by the TDICTM will be made and

passed to C,PNP. 3.2.7 SERVICE STANDARDS

Transaction Type

Turn Around Time

Average Transaction

Time

Creation of IMPLAN re Field Visitation at PROs

1 day

Tasks Designation 1day

Tools/Materials Preparation 1day

Coordination with the host PROs 1 day

Call to host RD, Conference, Conduct of Inspection re ICT capability of the PRO

1-2 days

Render After Activity Report 1 day

Total Average Transaction Time 7 – 8 days


64

3.3 Formulates policies in support to PNP thrust on ICT development.


Formulates policies in support to PNP thrust on ICT development

3.3 3


3.3.1 OBJECTIVE

3.3.1.1 To make a policy or review existing policies that are geared towards the enhancement of ICT in the Philippine National Police.

3.3.2 REFERENCES


3.3.2.2 Powers and Functions of DICTM


3.3.3.1 Plan – is a proposed or intended method of getting from one set of circumstances to another. They are often used to move from the present situation, towards the achievement of one or more objectives or goals.

3.3.3.2 Policy - A specific decision or set of decisions designed to carry out such a course of action

3.3.3. REQUIREMENTS

3.3.3.1 Issues and concerns that need policies

http://en.wikipedia.org/wiki/Circumstance

http://en.wikipedia.org/wiki/Objective_%28goal%29


65

3.3.4 FLOW CHART

3.3.5 NARRATIVE

START

END

Chief PPD shall develop or revise a

proposed policy regarding a particular issue and concern

Routes the initial proposed policy to D-Staff and Command Group for review, comment and suggestion

(Plans Office)

Disseminate the policy for implementation

(Admin Office/Plans Office)

Implementation Phase

Monitoring of the implementation Check for existing policies for

redundancy

Identify the policy need

Finalizes/revises the policy and prepare recommendation of TDICTM

for final approval of CPNP (Plans Office)

Approval and signature of CPNP


66

3.3.5 NARRATIVE 3.3.5.1 Plans and Programs Division of DICTM shall identify issues that

need policies 3.3.5.2 Check for existing policies and procedures to research policy

context and to avoid redundancy and possible conflicts 3.3.5.3 Plans and Programs Division shall develop a new policy or revise

existing policy. PPD shall look for references, state the purpose of the policy, define the terms and state/explain the procedures and guidelines of the policy.

3.3.5.4 Route the initial draft to D-staff and Command Group for review, comments and suggestions to be spearheaded by Plans and Program Division

3.3.5.5 PPD will finalize the revised policy based on the suggestions by D-Staff

3.3.5.6 The final draft will be submitted to CPNP for approval upon recommendation of TDICTM.

3.3.5.7 Policy will then be disseminated to the lateral lower units for implementation.

3.3.5.8 DICTM will monitor the effectiveness of the new policy used by different PNP offices


Transaction Type

Turn Around Time

Average Transaction

Time

Identify the policy need 1 day

Check for existing policies for redundancy 2 days

Chief PPD shall develop or revise a policy 3 days

Route the initial policy to D-staff for review, comments and suggestions

3 days

Finalizes/revises the policy 1 day

Recommendation of TDICTM to CPNP for approval

1 day

Approval and Signature of CPNP 3 days

Disseminate the policy for the implementation

Period of the activity

Monitoring of the implementation Period of the activity

Total Average Transaction Time 14 days – excluding

the period of implementation


67

3.4 Review and Updates of existing PNP Information Systems Strategic Plan

3.4.1 OBJECTIVE

3.4.1.1 To create, revise and update the Philippine National Police Information Systems Strategic Plan (ISSP) which is the general and overall Information Systems plan of the PNP covering five (5) years.

3.4.2 REFERENCES 3.4.2.1 Memorandum Circular No. 93-3 prescribing the guidelines for

Information Systems planning for the government. 3.4.2.1Output of ISSP Technical Working Group


3.4.3.1 Information Systems Strategic Plan (ISSP) – Overall plan for the development and implementation of Information Systems supportive of organizational mission/objectives and the corresponding resources requirements over a five-year period.

3.4.3.2 Information Systems (IS) - is the system of persons, data records and activities that process the data and information in a given organization, including manual processes or automated processes.

3.4.3.3 Information Technology (IT) - is "the study, design, development, implementation, support or management of computer-based information systems, particularly software applications and computer hardware."

3.4.3.4 Information Communications Technology (ICT) - is the broader term of IT to explicitly include the field of electronic communications.

3.4.4 REQUIREMENTS

3.4.4.1 Submitted ICT plans from different PNP offices 3.4.4.2 Submitted ICT resources from different PNP offices. 3.4.4.3 Existing ICT systems being used by different PNP offices for

update/upgrade and revision.


Review and Updates of existing PNP Information Systems Strategic Plan

3.4 3









68

3.4.5 FLOW CHART

3.4.6 NARRATIVE

START

Monitoring of ISSP -- Implementation and status of the projects

(ISSP Monitoring Team)

Revision of the initial draft based on the TWG review outputs


Review of the ISSP initial draft by the Technical Working Group (TWG)

(Technical Working Group)

Approval of NCC and submission of the ISSP to

the DBM for funding

Revision of the ISSP regarding outputs/ comments of the NCC and submission back to

NCC – ( Plans & Program Division)

Review of existing Information Systems Strategic Plan


Submission of ISSP to the TWG for final review before endorsement of TDICTM


Creation of Technical Working Committee/Group (DICTM, CES, ITMS)

Research and consolidation of technical details/contents of the ISSP

(Research & Development Division) DEVELOPMENT DIVISION

)

Consolidation of information re different IS being used by the PNP

(Systems Integration & Management Division)

Consolidation of other information that will be included in the ISSP


ISSP Submission to the OCPNP ~ Route through the Command Group for

information/comment (Cc: DPL)

Endorsement by TDICTM for signature of the

Chief, PNP

Review and Evaluation of the ISSP

(NCC)

ISSP Submission to National Computer Center

for review and evaluation - Signed by C, PNP

Encoding, proofreading and finalization of the ISSP as Initial Draft for Review


Consolidation of inventory of all PNP ICT resources


Funding of the ISSP - Release of GAA Appropriation/Fund

Allocation/NCA

END


69

3.4.6.1 DICTM creates a Technical Working Committee/Group for the

drafting/update/revision of the PNP ISSP. The Plans and Programs Division shall be the secretariat of the committee and shall initiate the review process.

3.4.6.2 The Systems Integration and Management Division shall be charged for the consolidation of information/description of different IS being used by the PNP. The SIMD is also tasked to evaluate and review PNP offices requirements with regard to the IS needs.

3.4.6.3 Research and Development Division shall research and consolidate technical details/contents of the ISP.

3.4.6.4 Inputs and other information from other PNP offices and DICTM divisions shall be consolidated by the Plans and Programs Division.

3.4.6.5 Inventory of ICT resources from all PNP offices shall also be consolidated by the Plans and Programs Division.

3.4.6.6 After consolidation, Plans and Programs Division shall encode revision, proofread the revised ISSP as an initial draft for further review.

3.4.6.7 The Technical Working Group (TWG) shall review the initial draft and report all updates to the Plans and Programs Division for editing.

3.4.6.8 Plans and Programs Division shall revise/edit the initial draft based on the outputs of the TWG.

3.4.6.9 Plans and Programs Division shall then submit the ISSP to the TWG for final review before endorsement to TDICTM for signature and forwarding to the higher office.

3.4.6.10 Upon approval of the ISSP by the TWG it shall be routed to the command group for information and comments/suggestions.

3.4.6.11 Upon approval and signature of the ISSP by the TDICTM, it shall be forwarded to the Office of the Chief Philippine National Police (OCPNP).

3.4.6.12 Upon approval and signature of the ISSP by the C,PNP, it shall be submitted to the National Computer Center (NCC) for review and evaluation.

3.4.6.13 The PNP ISSP shall be evaluated and reviewed by NCC. Upon review, comments and inputs of NCC shall be reviewed by the TWG and Plans and Programs Division shall make corresponding revision to the ISSP.

3.4.6.14 It shall be submitted back to the NCC for further review, evaluation and subsequent, approval.


70

3.4.6.15 Upon approval of the PNP ISSP by the NCC, it shall be forwarded to the DBM for further confirmation and funding - GAA appropriation/fund allocation/NCA.

3.4.6.16 The approved PNP ISSP shall be forwarded back to the PNP and to the DICTM for implementation. DICTM shall then form a monitoring team that shall monitor in the implementation and status of projects programmed/planned in the ISSP.




Creation of Technical Working Group 1 day

Consolidation of IS by SIMD 1 month

Consolidation of other information and inputs from other divisions by PPD

1 month

Consolidation of inventory of all PNP ICT resources

1 month

Editing and proofreading of the ISSP by PPD

1 month

Review of the TWG 2 weeks

Revision based on the TWG outputs by PPPD

2 weeks

Submission to TWG and final review 2 weeks

Routing of the ISSP to the Command Group and Endorsement of TDCITM

2 weeks

ISSP submission to the OCPNP and endorsement to NCC

2 weeks

ISSP submission to the NCC 1 day

Review and evaluation of the ISSP by the NCC

1 month

Review and revision of the ISSP by the TWG and PPD

1 month

Submission to the NCC for further review and evaluation, and approval

1 month

Submission to the DBM of the approved PNP ISSP

2 weeks

Funding by the DBM – Appropriation of funds

2 months

Total Average Transaction Time 1 year


71

3.5 Evaluation of Project Proposal


Approved Project Proposal 3.5 3


3.5.1 OBJECTIVE

Provides support for the development of projects, in accordance with the approved priority areas, for local and foreign funding.

3.5.2 REFERENCES

3.5.2.1 RA 6975 as amended by RA 8551 3.5.2.2 PNP Computerization/ISSP


3.5.3.1 Project – a research or design, that is carefully planned to achieve a particular aim, reaching of which is considered necessary for the achievement of planned benefits.

3.5.3.2 Project Management - is the discipline of planning, organizing, and managing resources to bring about the successful completion of specific project goals and objectives

3.5.3.3 Proponent – a person who puts forward a proposition or proposal.

3.5.3.4 Project Preparation – consists of the entire social, technical and financial work required to ensure that a project is feasible and can be successfully and appropriately implemented. The process ensures the identification and elimination of key risks at the earliest possible time and maximizes development opportunities.

3.5.3.5 Project Identification – is a repeatable process for documenting, validating, ranking and approving candidate projects within an organization.

3.5.3.6 Proposal Evaluation – is an assessment of the proposal and the proponent ability to perform the prospective contract successfully (according to technical feasibility, administrative / managerial capability, acceptability and other prescribed criteria).


72

3.5.4 REQUIREMENTS 3.5.4.1 Memorandum/HWI or routine slip from Higher Office 3.5.4.2 Proponent Project Proposal and the Proponent Company

profile.


73

3.5.5 Flowchart

DICTM Admin

ADMO courses the final project proposal to TDICTM

END

START

Project Management Section, PPD reviews project preparation, project identification, proposal evaluation

Memorandum/HWI/Routine Slip from NHQ

ITMS/CES review and recommendation of the

approved project

Consolidation of ITMS/CES after activity report

Project Management Section, PPD makes final

recommendation and after activity report for signature of

TDICTM for C, PNP’s information and reference

Proponent’s assessment of the proposal and their ability to

perform the prospective contract successfully.


74

3.5.6 NARRATIVE

3.5.6.1 Received Memorandum/HWI or routine slip from higher office to DICTM admin office regarding the approved project proposal.

3.5.6.2 Reviews the project proposal, the initial budget proposal, the technical aspect, resources, the timeline of the project and the risk management.

3.5.6.3 Proponent’s assessment of the proposal and their ability to perform the prospective contract successfully.

3.5.6.4 Forward the project proposal to ITMS/CES for review and recommendation.

3.5.6.5 Consolidation of the after activity report from ITMS/CES. 3.5.6.6 A final recommendation and after activity report for signature of

TDICTM for C, PNP’s information and reference.




Receipt of memo/HWI or routine slip from NHQ

1 day

Review of the project proposal, identifying all risk, assessment of the proponent ability and prospective

2 weeks

Endorsement letter and project proposal to ITMS/CES for review and recommendation

1 days

Consolidation of the after activity report from ITMS/CES

1 day

Final recommendation and after activity report for signature of TDICTM for C, PNP’s information and reference

1 day



75

3.6 Formulation of plan for monitoring and evaluation of ICT projects for the PNP.

3.6.1 OBJECTIVE - Creation of plans for monitoring and evaluation of

Information and Communications Technology Projects of the PNP.

3.6.2 REFERENCES 3.6.2.1 Activation of DICTM dated April 1, 2009 3.6.2.2 Functions of the Monitoring and Evaluation Section (MES),

Plans and Programs Division, DICTM.

3.6.3 DEFINITION OF TERMS 3.6.3.1 Plans – specifically refers to the plans for monitoring and

evaluation of the different ICT projects of the PNP. 3.6.3.2 Project Monitoring – (see definitions) 3.6.3.3 Project Evaluation –(see definitions)

3.6.4 REQUIREMENTS

3.6.4.1 Directives/Policies/Guidelines 3.6.4.2 Project Plan/Proposal

TITLE PROCEDURE NO. No. of Pages

Formulation of Plan for Monitoring and Evaluation of ICT Projects

3.6

3

INTERFACES DICTM, ITMS, CES


76

3.6.5 FLOWCHART

Start

Receipt of Project Activity Report (PPD, DICTM)

Evaluation of Reports (MES,PPD)

Review of the project plan, related policies, timeline, costing, etc.

of the project (MES)

Formulation of Action/Implementation Plan for monitoring and evaluation of the project

(MES)

Choose appropriate monitoring tool/system for the project. Design

one if needed. (MES)

Route/Request for comment/approval

of the plan (DICTM Staff)

YES COMMENT

NO Approval of the Plan for

Monitoring and Evaluation of the Project

(TDICTM)

End


77

3.6.6 NARRATIVE 3.6.6.1 Reports on ICT projects are submitted to/received by the PPD,

DICTM. 3.6.6.2 Project activity reports are evaluated by the MES, PPD, DICTM 3.6.6.3 The MES, PPD reviews project plans, polices, timelines, costing

and other pertinent matters relevant to the project. 3.6.6.4 The MES chooses the appropriate monitoring and evaluation

tools/system that have already been proven effective elsewhere or designs a new one, if needed.

3.6.6.5 The MES formulates appropriate Plan for Monitoring and Evaluation of the Project and submits them to the Chief, PPD.

3.6.6.6 The PPD routes the formulated plan for comment of the DICTM Staff.

3.6.6.7 When there are comments, there might be a need to go back to earlier processes of evaluation, review, amendment or reformulation of plan, go back then to whichever process is required, reroute until comments/suggestions are satisfied.

3.6.6.8 When there is no comment, proceed to the next process. 3.6.6.9 Submit the formulated plan for approval of the TDICTM.

3.6.7 PLAN FORMULATION STANDARD

TURN-AROUND TIME

Average Period for the Formulation of Plan for

Monitoring and Evaluation of ICT

Projects.

Receipt of the Activity Report 1 day

Evaluation of Project Reports 1 day

Review of the plan, polices, etc. 1 day

Choose/Design monitoring tools 1 day

Formulation of plan 2 days

Request for comment 1 day

Approval of the plan 1 hour

Total Average Period 7 days and 1 hour

When there is comment, allow time to reprocess accordingly

6 days

Total Average Period when reprocessing is done 13 days and 1 hour


78

3.7 Implementation of plan for monitoring and evaluation of plan for ICT projects of the PNP.

3.7.1 OBJECTIVE - To see that effective procedures are put in place to ensure

the optimum use of PNP resources and to enable realization of priority projects on time.

3.7.2 REFERENCES

3.7.2.1 Directives/Policies/Guidelines; 3.7.2.2 Functions of the Monitoring and Evaluation Section (MES), Plans

and Programs Division, DICTM. 3.7.2.3 Action Plan/Monitoring Tools and Systems; and 3.7.2.4 Plan for Monitoring and Evaluation of ICT Project


3.7.3.1 Action Plan (see definitions) 3.7.3.2 Project Monitoring Tools (see definitions)

3.7.4 REQUIREMENTS

3.7.4.1 Directives/Policies/Guidelines 3.7.4.2 Approved Plan for Monitoring & Evaluation of ICT Projects


Implementation of Plan for Monitoring and Evaluation of Plan of ICT Projects

3.7

3

INTERFACES DICTM, ITMS, CES , POs, PMEOs,


79

3.7.5 FLOWCHART Start

End

Preparation of directive for implementation

(MES, PPD)

Delegation/Tasking of responsibilities

(Project Monitoring and Evaluation Officer/s)

Dissemination of directives/Coordination with Project Officer/s (POs, DICTM, ITMS,

CES & other PNP Units)

Documentation of the Findings

(Project Monitoring & Evaluation Officer/s)

Submission of Project Monitoring and Eval. Report to the C, MES (Project Monitoring & Evaluation Officer/s)

Evaluation of the achievements using

performance indicators/ appropriate monitoring

systems (PMEOs)

Evaluation, preparation and submission of

report and recommend-dations to the C, PPD and TDICTM (MES)

(C, MES)


80

3.7.6 NARRATIVE 3.7.6.1 Directives for the implementation of the Plan for Monitoring and

Evaluation of ICT project is prepared by the MES, DICTM

3.7.6.2 Tasking and responsibilities are delegated to the Project

Monitoring and Evaluation Officers of the DICTM.

3.7.6.3 Directives are disseminated and coordination is conducted with

PNP Units/Personnel involved in the project.

3.7.6.4 The Project Monitoring and Evaluation Officers (PMEO)

establishes the project activity and performance tracking using

key performance indicator systems and other operational

measures.

3.7.6.5 The PMEOs documents the related findings to support report to

the C, MES.

3.7.6.6 The Chief, MES evaluates the findings, draws recommendations

and submit them to the Chief, PPD for further evaluation.

3.7.6.7 The Chief, MES evaluates the reports submitted by the PMEOs

then prepares/submit related report and recommendations for the

information/ signature of the Chief, PPD for the information of

TDICTM.

3.7.7 PLAN IMPLEMENTATION STANDARD

TURN-AROUND TIME

Average Period

for the Implementation

of Plan for Monitoring and Evaluation of ICT Projects.

Preparation of directives for implementation of plan.

2 hours

Delegation/Tasking of responsibilities to PMOEs

1 hour

Dissemination of Directives/ Coordination with PNP Units/ Personnel involved in the project.

2 days

Evaluation of the achievements of the project objectives.

1 day

Documentation of the findings 1 day

Submission of report to the C, MES 2 hours

Evaluation, submission of report/ recommendations to the C, PPD and TDICTM

1 day

Total Average Period 5 days and 5 hours


81

3.8 Evaluation of Plan for Monitoring of ICT Project

3.8.1 OBJECTIVES

3.8.1.1 To develop the findings and recommendations made by the

PMEOs/MES regarding resource management, practices and the requirements of the project specialists;

3.8.1.2 To develop/improve monitoring and evaluation methods; and 3.8.1.3 To document lessons, experience and management/operational

issues relative to project implementation.

3.8.2 REFERENCES 3.8.2.1 Directives/Policies/Guidelines;


3.8.3.1 Resource Management – is the efficient and effective deployment

for an organization's resources when they are needed. Such resources may include financial resources, inventory, human skills, production resources, or information technology (IT).

3.8.3.2 IT Governance Practices – The Responsible Management of IT resources, including mitigation of risks, in order to realize the value of IT investments.

3.8.4 REQUIREMENTS

3.8.4.1 Monitoring and Evaluation Tools and Systems; 3.8.4.2 Plan for Monitoring and Evaluation of ICT Project; and 3.8.4.3 Project Monitoring and Evaluation Reports and related

documents.


Evaluation of Plan for Monitoring of ICT Project

3.8

3



82

3.8.5 FLOWCHART

Legend : MES – Monitoring and Evaluation Section PMEO – Project Monitoring and Evaluation Officer

Receipt of Monitoring & Evaluation Reports from the

PMEOs (MES, PPD)

Evaluation of Reports and documents relative to the Monitoring & Eval. Plan

implemented (MES)

Evaluation of the effectiveness of the plan and the mechanisms used for monitoring

and evaluation of the project. (MES)

Review of existing Monitoring tools and systems.

(MES)

Preparation of Proposal for the improvement of Project

Monitoring and Evaluation mechanisms

(MES)

Submission of Proposal to the C, PPD

(MES)

Route for comment/ recommendations of the

DICTM Staff (PPD)

Approval of the Recommendation/ Proposal (TDICTM)

Needs Improvement

COMMENT

Submission of Recommendation (PPD)

YES

NO

NO

YES

END

START


83

3.8.6 NARRATIVE 3.8.6.1 The MES, PPD receives monitoring and evaluation reports from

the Project Monitoring Officers.

3.8.6.2 The MES evaluates the monitoring and evaluation reports

relative to the monitoring and evaluation plan.

3.8.6.3 The MES reviews existing monitoring tools/systems to ensure

that the best monitoring and evaluation mechanism applies to

the plan.

3.8.6.4 The need for improvement is determined by the MES, PPD

3.8.6.5 When there is no need for improvement of the plan, the MES

submits recommendation/proposal to the Chief, PPD

3.8.6.6 The PPD routes the recommendation for comment of the

DICTM Staff, then forwards to the TDICTM for final approval.

3.8.6.7 When a need for improvement is deemed necessary, the MES

prepares recommendation/proposal.

3.8.6.8 The MES then submits proposal to the C, PPD.

3.8.6.9 The PPD routes the proposal for comments/recommendations

of the DICTM Staff.

3.8.6.10 3.6.5. When there is comment from the DICTM Staff, the PPD

returns to previous processes until it reaches the office of

TDICTM for final approval.


84

3.8.7 Evaluation of Plan for Monitoring Standard

TURN-AROUND TIME

Average Period for the Evaluation of Plan for Monitoring and Evaluation of ICT Projects.

Receipt of Monitoring Report 1 day

Evaluation of Report 1 day

Review of existing monitoring tools 1 day

Evaluation of the Effectiveness of The Plan & Monitoring mechanism

2 days

Preparation, submission of Recommendation

1 day

Approval of the Recommendation 1 hour

Total Average Period when no improvement is recommended

6 days and 1 hour

Preparation of Proposal when improvement is needed 2 days

Submission of proposal to the C, PPD 1 hour

Request for comments 1 day

When there is no comment, submit for approval 1 hour

When there is comment, allow time to process accordingly 4 days and 1 hour

Total Average Period when improvement is proposed 11 days and 2 hrs.


85

3.9 Formulation of project and activities consonant to project monitoring and evaluation of ICT projects of the PNP.

3.9.1 OBJECTIVE

3.9.1.1 To monitor the effectiveness of the project, its plan and the

mechanisms/ tools being utilized for reviewing and maintaining project development strategies.

3.9.1.2 Use of performance indicators and other effective monitoring tools/systems based on progress and output; and

3.9.1.3 Review and maintain project strategies to ensure that it meets the requirements of all stakeholders and that it is adjusted to reflect the changing priorities of time and external events.

3.9.2 REFERENCES

3.9.2.1 Directives/Policies/Guidelines; 3.9.2.2 Functions of the Monitoring and Evaluation Section (MES), Plans

and Programs Division, DICTM; and 3.9.2.3 Existing Monitoring Mechanism/s

3.9.3 DEFINITION OF TERMS 3.8.3.1 Evaluation Mechanism – is a toolkit of evaluation methodologies and specific techniques to facilitate the decision-making process in deriving an evaluation plan appropriate to the project and needs of the evaluation.

3.9.4 REQUIREMENTS 3.9.4.1 Project Monitoring and Evaluation Tools and Systems; 3.9.4.2 Project Monitoring and Evaluation Plan; and 3.9.4.3 Project Implementation Plan


Formulation of Projects and Activities consonant to Project Monitoring and Evaluation of ICT Projects of the PNP

3.9

3



86

3.9.5 FLOWCHART

Start

COMMENT

Approval of the Proposal for Project and Activity

(TDICTM)

End

Receipt of the Directives and Requirements

(PPD)

Evaluation of the Requirements (MES, PPD)

Adopt/Design/Formulate monitoring and

evaluation mechanism/s for particular project/s

(MES, PPD)

Prepare Proposal for Project/Activity

(MES,PPD)

Route/Proposal for Comments/

Recommendations Of DICTM Staff

YES

Route for comment/ approval of the D-Staff

NO


87

3.9.6 NARRATIVE

3.9.6.1 Requirements in the formulation of Projects Monitoring and

Activities are forwarded to/received by the PPD from PMEOs

and PNP Units.

3.9.6.2 Requirements are thoroughly evaluated by the MES, PPD.

3.9.6.3 The MES decides to adopt monitoring and evaluation

mechanism that is most suitable for the particular project or may

opt to design/formulate one if necessary.

3.9.6.4 The PPD then prepares a proposal for the Project/Activity for

the monitoring and evaluation of the project and routes it for

comments and recommendations of the DICTM Staff.

3.9.6.5 When the DICTM Staff approves of the proposal, it is then

forwarded to the office of the TDICTM for approval.

3.9.6.6 The proposal is then forwarded to the D-Staff for comment/

recommendations/ approval.

3.9.7 MONITORING PROJECT AND ACTIVITY FORMULATION STANDARD

TURN-AROUND TIME

Average Period for the Formulation of Projects and Activities consonant to Project Monitoring and Evaluation of ICT Projects of the PNP

Receipt of requirements and directives

1 day

Evaluation of the requirements 1 day

Formulation of Monitoring and Evaluation mechanism

2 days

Preparation of Proposal for the Project/Activity for monitoring

2 days

Routing of the proposal for comment/ recommendations of the DICTM Staff

1 day

When there is no comment, submit to TDICTM for approval

2 hours


When there is comment allow time to reprocess accordingly 6 days

Total Average Period when reprocessing is done. 13 days and 2 hours

The average period when routed for comment of the D-Staff is not included.


88

3.10 Submission of reports of the output of monitoring and evaluation of ICT projects of the PNP.

3.10.1 OBJECTIVE

3.10.1.1 To document and disseminate lessons, experiences and

management/operational issues relative to project implementation.

3.10.2 REFERENCES

3.10.2.1 Directives/Policies/Guidelines; 3.10.2.2 Action Plan/Monitoring Tools and Systems; 3.10.2.3 Plan for Monitoring and Evaluation of ICT Project; and 3.10.2.4 Functions of the Monitoring and Evaluation Section (MES), Plans

and Programs Division, DICTM.


3.10.4 REQUIREMENTS

3.10.4.1. Directives/Policies/Guidelines 3.10.4.2 Reports /Documents gathered /submitted by PMEOs


Submission of Reports of the Output of Monitoring and Evaluation of ICT projects.

3.10

3



89

3.10.5 FLOWCHART Start

Receipt of monitoring and evaluation reports

from PMEOs (PPD)

Exploitation of knowledge, experiences, lessons from the report

(MES)

Evaluation of the reports and related documents

(MES)

Preparation of report of the Output of Monitoring

Activities (PPD)

Dissemination of information to all concerned units

(Mssg Ctr.)

End

Submission of report to TDICTM

(PPD)


90

3.10.6 NARRATIVE 3.10.6.1 The PPD receives Monitoring and Evaluation Reports of ICT

Projects from the PMEOs.

3.10.6.2 The MES evaluates the reports and related documents.

3.10.6.3 The MES analyses the documents to gather lessons, knowledge,

experiences and adjustments that could be used to other ICT

projects.

3.10.6.4 The MES, PPD prepares report of the output of monitoring and

evaluation activities.

3.10.6.5 The PPD submits report for the information of the TDICTM.

3.10.6.6 The DICTM through its Message Center disseminates reports to

all concerned units.

3.10.7 OUTPUT REPORTING STANDARD

TURN-AROUND TIME

Average period for the Submission of Reports of the Output of Monitoring and Evaluation of ICT projects.

Receipt of Monitoring and Evaluation Report

1 day

Evaluation of the reports, documents 1 day

Exploitation of knowledge 1 day

Preparation of report of the output 6 hours

Submission of report 2 hours

Dissemination of information 2 hours



91

4. SYSTEM INTEGRATION AND MANAGEMENT DIVISION

4.1 System Integration and Management

TITLE PROCEDURE

NUMBER NUMBER OF

PAGES

System Integration and Management 4.1 4

INTERFACES SIMD-DICTM AND OTHER PNP OFFICES

4.1.1 OBJECTIVE

4.1.1.1 To provide assessment and recommendations on all Information

Systems utilized by the PNP.

4.1.2 REFERENCES

4.1.2.1 Creation of the Directorate for Information and Communications Technology Management (DICTM)

4.1.2.2 PNP Information Systems Strategic Plan (ISSP) 4.1.3 DEFINITION OF TERMS

4.1.3.1 Information Systems Strategic Plan (ISSP) – is an Information

and Communications Technology (ICT) blueprint that supports both the short-term and long-term Information System needs of the PNP that is aligned with its strategic thrust and programs.

4.1.3.2 Policy - a deliberate plan of action to guide decisions and achieve rational outcome(s).

4.1.3.3 System - is a set of interacting or interdependent entities forming an integrated whole.

4.1.3.4 Information System (IS) - a system of people, data records and activities that process the data and information in an organization, and it includes the organization's manual and automated processes. In a narrow sense, the term information system (or computer-based information system) refers to the specific application software that is used to store data records in a computer system and automates some of the information-processing activities of the organization.

4.1.3.5 Information and Communications Technology (ICT) - is an umbrella term that covers all advanced technologies in


92

manipulating and communicating information. The term is sometimes used in reference to information technology (IT), particularly in these two communities: education and government. The common usage ICT is synonymous assumed the fact that IT or ICT encompasses all mediums, to record information (magnetic disk/tape, optical disks (CD/DVD), flash memory etc. and arguably also paper records); technology for broadcasting information - radio, television; and technology for communicating through voice and sound or images - microphone, camera, loudspeaker, telephone to cellular phones. It includes the wide varieties of computing hardware (PCs, servers, mainframes, networked storage).

4.1.3.6 System Integration - the process by which smaller pieces of software are brought together to form a larger piece of software that was designed to solve a problem.

4.1.3.7 System Management – is the management of the information technology systems in an enterprise. This includes gathering requirements, purchasing equipment and software, distributing it to where it is to be used, configuring it, maintaining it with enhancement and service updates, setting up problem-handling processes, and determining whether objectives are being met.

4.1.3.8 Information - is a stimulus that has meaning in some context for its receiver. When information is entered into and stored in a computer, it is generally referred to as data. After processing (such as formatting and printing), output data can again be perceived as information.

4.1.4 REQUIREMENTS

4.1.4.1 Consolidated report of all IS developed and maintained by ITMS. 4.1.4.2 Audit of other outsourced IS used by the PNP. 4.1.4.3 Evaluation reports generated from PNP end-users for system

capability and limitation of IS being utilized by their unit.


93

4.1.5 FLOWCHART

Start

Reviews assessment report received from PNP concerned units on system capability and limitations.

Consolidate reports of all PNP IS.

Submit assessment report and recommendations to ITMS and CES for information and implementation.

Review ITMS plans and programs and system updates for IS (from ITMS and other PNP units maintaining IS).

Prepare assessment report and recommendations.

Finalize and revise the proposed

Monitoring of implementation and

compliance of all PNP offices

(DICTM).

End

Route assessment report and recommendations to TDICTM for approval.

Request feedback upon implementation of the above recommendation.


94

4.1.6 NARRATIVE

4.1.6.1 Reviews assessment report received from PNP concerned units on system capability and limitations.

4.1.6.2 Consolidate reports of all PNP IS. 4.1.6.3 Review ITMS plans and programs and system updates for IS

(from ITMS and other PNP units maintaining IS). 4.1.6.4 Prepare assessment report and recommendations. 4.1.6.5 Route assessment report and recommendations to TDICTM for

approval. 4.1.6.6 Submit assessment report and recommendations to ITMS and

CES for information and implementation. 4.1.6.7 Request feedback upon implementation of the above

recommendation.


Transaction Type Time

System audit and assessment of deployed information systems

3 days

Preparation of guidelines for implementation 2 days

Route draft copy of the proposed circular for comments and suggestions.

3 days

Revision of the circular for approval and signature of TDICTM.

1 day

Route proposed circular to the D-Staff and Command Group for comment.

5 days

Finalization of the circular and approval of CPNP. 1 day

Dissemination of the approved circular for implementation.

1 day



95

4.2 Policy Formulation and Updates for the Integration and Management of Information Systems

TITLE PROCEDURE NUMBER NUMBER OF

PAGES

Policy Formulation and Updates for the Integration and Management of Information Systems

4.2 4


4.2.1 OBJECTIVE

4.2.1.1 To provide a procedure in the formulation of policy on the

integration and management of information and telecommunications system. Modification of policy for the integration and management of information system shall contribute to the information systems’’ effectiveness and efficiency as to the needs of the PNP.

4.2.2 REFERENCES

4.2.2.1 Creation of the Directorate for Information and Communications

Technology Management (DICTM) 4.2.2.2 PNP Information Systems Strategic Plan (ISSP)


4.2.3.1 Information Systems Strategic Plan (ISSP) – is an Information and Communications Technology (ICT) blueprint that supports both the short-term and long-term Information System needs of the PNP that is aligned with its strategic thrust and programs.



4.2.3.4 Information System (IS) - a system of people, data records and activities that process the data and information in an organization, and it includes the organization's manual and automated processes. In a narrow sense, the term information system (or computer-based information system) refers to the specific application software that is used to store data records in a


96

computer system and automates some of the information-processing activities of the organization.

4.2.3.5 Information and Communications Technology (ICT) - is an umbrella term that covers all advanced technologies in manipulating and communicating information. The term is sometimes used in reference to information technology (IT), particularly in these two communities: education and government. The common usage ICT is synonymous assumed the fact that IT or ICT encompasses all mediums, to record information (magnetic disk/tape, optical disks (CD/DVD), flash memory etc. and arguably also paper records); technology for broadcasting information - radio, television; and technology for communicating through voice and sound or images - microphone, camera, loudspeaker, telephone to cellular phones. It includes the wide varieties of computing hardware (PCs, servers, mainframes, networked storage).




4.2.4 REQUIREMENTS

4.2.4.1 Situation of subjected PNP Information System. 4.2.4.2 Inventory of ICT resources from the end user / client / IS recipient. 4.2.4.3 Compliance level of the IS recipient.


97

4.2.5 FLOWCHART

Start

Conduct system audit on the subjected PNP Information System.

Assess and identify deployment status and situation of subjected

PNP IS.

Approval and signature of the cover Memo by TDICTM.

Prepare guidelines on the implementation and management

of the IS in the form of Memorandum Circular.

Routes to DICTM Divisions, ITMS and DICTM Command Group for

comments and suggestions.

Finalize and revise the proposed Memo Circular with cover Memo

(SIMD).

Routes the proposed Memorandum Circular to the Directorate Offices

and PNP Command Group for comment

Re-route the final copy of the proposed memo circular for

approval and signature of the C, PNP.

For widest dissemination.

Monitoring of implementation and compliance of all PNP offices

(DICTM).

End


98

4.2.6 NARRATIVE 4.2.6.1 Conducts systems audit on the current situation of the deployed

Information System. 4.2.6.2 Assess and identify the deployment situation of the Information

System and determine problems encountered or technical difficulties during implementation.

4.2.6.3 Prepare guidelines on the implementation and management of the IS in the form of Memorandum Circular (MC) to resolve difficulties and issues encountered by the end user or recipient.

4.2.6.4 SIMD routes the draft copy of the proposed circular to DICTM Divisions, ITMS and DICTM Command Group for review, comments and suggestions.

4.2.6.5 Based on the comments / suggestions, SIMD revises the proposed circular and re-route the final draft copy with cover memo to DICTM Command Group.

4.2.6.6 Signature and approval of the cover Memo by TDICTM. 4.2.6.7 Routes the proposed Memorandum Circular to the Directorate

Offices and PNP Command Group for comment. 4.2.6.8 Based on the comments, DICTM revises and finalizes the

proposed Memorandum Circular and re-route the final copy for approval and signature of the C, PNP.

4.2.6.9 For widest dissemination and guidance of all PNP offices. 4.2.6.10 DICTM shall monitor the implementation and compliance of the

approved Memorandum Circular.



System audit and assessment of deployed IS 3 days



3 days


1 day


5 days

Finalization of the circular and approval of CPNP. 1 day

Dissemination of the approved circular for implementation. 1 day



99

4.3 Evaluation and Supervision of Plans and Programs of ITMS and CES

TITLE PROCEDURE

NUMBER NUMBER OF

PAGES

Evaluation and supervision of Plans and Programs of ITMS and CES

4.3 4

INTERFACES SIMD-DICTM, ITMS AND CES

4.3.1 OBJECTIVE

4.3.1.1 To evaluate and supervise plans and programs set by Information

Technology Management Service (ITMS) and Communications and Electronic Service (CES). It shall assess the effectiveness and efficiency of plans and programs as to the mandated functions of DICTM and the needs of the PNP as well.

4.3.2 REFERENCE

4.3.2.1 Creation of the Directorate for Information and Communications

Technology Management (DICTM) 4.3.2.2 PNP Information Systems Strategic Plan (ISSP) 4.3.2.3 PNP Telecommunications System Strategic Plan (TSSP)


4.3.3.1 Information Systems Strategic Plan (ISSP) – is an Information

and Communications Technology (ICT) blueprint that supports both the short-term and long-term Information System needs of the PNP that is aligned with its strategic thrust and programs.



4.3.3.4 Information System (IS) - a system of people, data records and activities that process the data and information in an organization, and it includes the organization's manual and automated processes. In a narrow sense, the term information system (or computer-based information system) refers to the specific application software that is used to store data records in a computer system and automates some of the information-processing activities of the organization.


100

4.3.3.5 Information and Communications Technology (ICT) - is an umbrella term that covers all advanced technologies in manipulating and communicating information. The term is sometimes used in reference to information technology (IT), particularly in these two communities: education and government. The common usage ICT is synonymous assumed the fact that IT or ICT encompasses all mediums, to record information (magnetic disk/tape, optical disks (CD/DVD), flash memory etc. and arguably also paper records); technology for broadcasting information - radio, television; and technology for communicating through voice and sound or images - microphone, camera, loudspeaker, telephone to cellular phones. It includes the wide varieties of computing hardware (PCs, servers, mainframes, networked storage).




4.3.4 REQUIREMENTS

4.3.4.1 CES Plans and Programs 4.3.4.2 Situation of subjected PNP Information System 4.3.4.3 Inventory of ICT resources from the end user / client / IS recipient 4.3.4.4 Inventory of ICT resources future plans and programs 4.3.4.5 Status of Communication Infrastructure and Equipment 4.3.4.6 Accomplishment Report of ITMS and CES


101

4.3.5 FLOWCHART

NO

YES

Start

Review ITMS and CES accomplishment report, situation of subjected PNP IS, inventory of ICT resources from the end user / client / IS recipient and future plans and programs, status of communication infrastructure and equipment.

End

Recommend revision of current plans and programs to adhere to PNP ISSP and TSSP.

Evaluate requirements in consonance with the PNP ISSP and TSSP.

Is the requirements

are in consonance with

the PNP ISSP and TSSP?

Monitoring of Implementation-Procedure No.

4.2


102

4.3.6 NARRATIVE

4.3.6.1 Review ITMS and CES accomplishment report, situation of subjected PNP IS, inventory of ICT resources from the end user / client / IS recipient and future plans and programs, status of communication infrastructure and equipment.

4.3.6.2 Evaluate above requirements in consonance with the PNP ISSP and TSSP.

4.3.6.3 If the above requirements adhere to the PNP ISSP and TSSP, monitoring of its implementation shall follow using Procedure 4.2.

4.3.6.4 Prepare recommendations for the revision of current plans and programs if the above requirement does not adhere to PNP ISSP and TSSP.

4.3.6.5 Submit report to TDICTM on above recommendations and approval.

4.3.6.6 Submit recommendations to ITMS and CES for appropriate action.

4.3.6.7 DICTM shall monitor the implementation and compliance of the approved recommendations.



Review ITMS and CES accomplishment report, situation of subjected PNP IS, inventory of ICT resources from the end user / client / IS recipient and future plans and programs, status of communication infrastructure and equipment

5 days

Evaluation of the requirements in consonance with the PNP ISSP and TSSP

3 days

Prepare recommendations for the revision of current ITMS and CS plans and programs for TDICTM information and approval

4 days

Route recommendations to ITMS and CES for implementation

1 day

Monitor implementation compliance



103

4.4. Communications and Electronics System Section

TITLE PROCEDURE

NUMBER NUMBER OF

PAGES

Communications and Electronics System Section

4.4 4


4.4.1 OBJECTIVE

4.4.1.1 To supervise, assess and recommend on all Communications

and Electronics System utilized by the PNP.

4.4.2 REFERENCES


4.4.2.2 PNP Information Systems Strategic Plan (ISSP)


4.4.3.1 Electronic Communication - the science and technology of transmitting information electronically by wires or radio signals with integrated encoding and decoding equipment.

4.4.3.2 Electronics - field of engineering and applied physics dealing with the design and application of devices, usually electronic circuits, the operation of which depends on the flow of electrons for the generation, transmission, reception, and storage of information. The information can consist of voice or music (audio signals) in a radio receiver, a picture on a television screen, or numbers and other data in a computer.

4.4.3.3 Communications - process of sharing ideas, information, and messages with others in a particular time and place. Communication includes writing and talking, as well as nonverbal communication (such as facial expressions, body language, or gestures), visual communication (the use of images or pictures, such as painting, photography, video, or film), and electronic communication (telephone calls, electronic mail, cable television, or satellite broadcasts).


104

4.4.3.4 Communication System - is a collection of individual communications networks, transmission systems, relay stations, tributary stations, and data terminal equipment (DTE) usually capable of interconnection and interoperation to form an integrated whole. The components of a communications system serve a common purpose, are technically compatible, use common procedures, respond to controls, and operate in unison. Telecommunications is a method of communication (e.g., for sports broadcasting, mass media, journalism, etc.).

4.4.4 REQUIREMENTS

4.4.4.3.1 Consolidated report of all Communication System

developed and maintained by CES. 4.4.4.3.2 Evaluation reports generated from PNP end-users for

system capability and limitation being utilized by their unit.

http://en.wikipedia.org/wiki/Information_transfer

http://en.wikipedia.org/wiki/Transmission_(telecommunications)

http://en.wikipedia.org/wiki/Relay


http://en.wikipedia.org/wiki/Terminal_equipment

http://en.wikipedia.org/wiki/DTE

http://en.wikipedia.org/wiki/Interconnection

http://en.wikipedia.org/w/index.php?title=Interoperation&action=edit&redlink=1


http://en.wikipedia.org/wiki/Broadcasting

http://en.wikipedia.org/wiki/Mass_media

http://en.wikipedia.org/wiki/Journalism


105

4.4.5 FLOWCHART

Start

Reviews assessment report received from CES on system capability and limitations.

Consolidate reports of all PNP Communication System.

Submit assessment report and recommendations to CES for information and implementation.

Review CES plans and programs and system updates for Communication System (from CES and other PNP units maintaining Communication System).

Prepare assessment report and recommendations.

Monitoring of implementation and

compliance of all PNP offices

End

Route assessment report and recommendations to TDICTM for approval.

Request feedback upon implementation of the above recommendation.


106

4.4.6 NARRATIVE

4.4.6.3 Reviews assessment report received from CES on system capability and limitations.

4.4.6.4 Consolidate reports of all PNP Communication System. 4.4.6.5 Review CES plans and programs and system updates for

Communication System (from CES and other PNP units). 4.4.6.6 Prepare assessment report and recommendations. 4.4.6.7 Route assessment report and recommendations to TDICTM for

approval. 4.4.6.8 Submit assessment report and recommendations to CES for

information and implementation. 4.4.6.9 Request feedback upon implementation of the above

recommendation.



System audit and assessment for communication systems 3 days



3 days


2 days


5 days

Finalization of the circular and approval of CPNP. 2 days




107

4.5. Formulation of Policies, Plans and Programs and Updates for the Integration of PNP wide Communication System

TITLE PROCEDURE

NUMBER NUMBER OF

PAGES

Policy Formulation and Updates for the Integration and Management of Information Systems

4.5 4


4.5.1 OBJECTIVE

4.5.1.1 To provide a procedure in the formulation of policy on the

integration of PNP-wide telecommunications system.

4.5.2 REFERENCES


4.5.2.2 PNP Information Systems Strategic Plan (ISSP)


4.5.3.1 Information Systems Strategic Plan (ISSP) – is an Information and Communications Technology (ICT) blueprint that supports both the short-term and long-term Information System needs of the PNP that is aligned with its strategic thrust and programs.



4.5.3.4 Electronic Communication - the science and technology of transmitting information electronically by wires or radio signals with integrated encoding and decoding equipment.

4.5.3.5 Electronics - field of engineering and applied physics dealing with the design and application of devices, usually electronic circuits, the operation of which depends on the flow of electrons for the generation, transmission, reception, and storage of information. The information can consist of voice or music (audio signals) in a radio receiver, a picture


108

on a television screen, or numbers and other data in a computer.

4.5.3.6 Communications - process of sharing ideas, information, and messages with others in a particular time and place. Communication includes writing and talking, as well as nonverbal communication (such as facial expressions, body language, or gestures), visual communication (the use of images or pictures, such as painting, photography, video, or film), and electronic communication (telephone calls, electronic mail, cable television, or satellite broadcasts).

4.5.3.7 Communication System - is a collection of individual communications networks, transmission systems, relay stations, tributary stations, and data terminal equipment (DTE) usually capable of interconnection and interoperation to form an integrated whole. The components of a communications system serve a common purpose, are technically compatible, use common procedures, respond to controls, and operate in unison. Telecommunications is a method of communication (e.g., for sports broadcasting, mass media, journalism, etc.).

4.5.3.8 Frequency - is the number of complete cycles per second in alternating current direction. The standard unit of frequency is the hertz, abbreviated Hz. If a current completes one cycle per second, then the frequency is 1 Hz; 60 cycles per second equals 60 Hz (the standard alternating-current utility frequency in some countries).

4.5.4 REQUIREMENTS

4.5.4.1 Status or situation report of Communication System. 4.5.4.2 Inventory Reports on Communication Equipments. 4.5.4.3 Compliance report on the plans and programs CES.

http://en.wikipedia.org/wiki/Information_transfer

http://en.wikipedia.org/wiki/Transmission_(telecommunications)

http://en.wikipedia.org/wiki/Relay


http://en.wikipedia.org/wiki/Terminal_equipment

http://en.wikipedia.org/wiki/DTE

http://en.wikipedia.org/wiki/Interconnection

http://en.wikipedia.org/w/index.php?title=Interoperation&action=edit&redlink=1


http://en.wikipedia.org/wiki/Broadcasting

http://en.wikipedia.org/wiki/Mass_media

http://en.wikipedia.org/wiki/Journalism

http://searchmobilecomputing.techtarget.com/sDefinition/0,,sid40_gci212244,00.html


109

4.5.5 FLOWCHART

4.5.6 NARRATIVE

Start

Conduct system audit/inspection on the subjected PNP Communication System.

Assess and identify deployment status and situation of subjected PNP Communication

System.

Approval and signature of the cover Memo by TDICTM.

Prepare guidelines on the implementation and management of the Communication System in the form of Memorandum Circular.

Routes to DICTM Divisions, CES and DICTM Command Group for comments

and suggestions.

Finalize and revise the proposed Memo Circular with cover Memo (SIMD).

Routes the proposed Memorandum Circular to the Directorate Offices and PNP Command Group for comment

Re-route the final copy of the proposed memo circular for approval and signature

of the C, PNP.

For widest dissemination.

Monitoring of implementation and compliance of all PNP offices

(DICTM).

End


110

4.5.6.1 Conducts systems audit/inspection on the current situation of the

deployed Communication System. 4.5.6.2 Assess and identify the deployment situation of the

Communication System and determine problems encountered or technical difficulties during implementation.

4.5.6.3 Prepare guidelines on the implementation and management of the Communication System in the form of Memorandum Circular (MC) to resolve difficulties and issues encountered by the end user or recipient.

4.5.6.4 SIMD routes the draft copy of the proposed circular to DICTM Divisions, CES and DICTM Command Group for review, comments and suggestions.

4.5.6.5 Based on the comments / suggestions, SIMD revises the proposed circular and re-route the final draft copy with cover memo to DICTM Command Group.

4.5.6.6 Signature and approval of the cover Memo by TDICTM. 4.5.6.7 Routes the proposed Memorandum Circular to the Directorate

Offices and PNP Command Group for comment. 4.5.6.8 Based on the comments, DICTM revises and finalizes the

proposed Memorandum Circular and re-route the final copy for approval and signature of the C, PNP.

4.5.6.9 For widest dissemination and guidance of all PNP offices. 4.5.6.10 DICTM shall monitor the implementation and compliance of the

approved Memorandum Circular.



System audit and assessment of deployed IS 3 days



3 days

Revision of the circular for approval and signature of TDICTM. 2 days


5 days

Finalization of the circular and approval of CPNP. 2days




111

5. RESEARCH AND DEVELOPMENT DIVISION

5.1 Procedure in the Formulation of ICT Trainings

TITLE PROCEDURE NO. NO. OF PAGES

Procedure in the Formulation of ICT Trainings

5.1 3

Interfaces Research and Development Division

5.1.1 OBJECTIVE

This is to determine if the formulated ICT Trainings to be conducted by ITMS/CES for their personnel can be accommodated or not.

5.1.2 REFERENCES

5.1.2.1 Memo from RDD

5.1.2.2 Instructions from TDICTM

5.1.2.3 Memo from CES and ITMS


5.1.3.1 Information and Communications Technology (ICT) – is the totality of the electronic means employed to systematically collect, process, store, present and share information to end-users in support of 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 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.

5.1.3.2 RDD- Research and Development Division 5.1.3.3 TDICTM – The Director, Directorate for Information and

Communications Technology Management.


112

5.1.3.4 ITMS – Information Technology Management Service 5.1.3.5 CES – Communications and Electronics Service

5.1.4 REQUIREMENT

5.1.4.1 Approval of TDICTM 5.1.4.2 ICT Trainings to be offered periodically


113

5.1.5 FLOWCHART

START

RDD

Review and Research of ICT Training

RDD Endorsement of ICT Training

CES ITMS

Evaluation/Comments Evaluation / Comments

DICTM Ex-O For Consolidation of Comments

TDICTM Approval/

Recommendation of ICT Training

RDD Accommodation/

Non Accommodation of ICT Training

END


114

5.1.6 NARRATIVE 5.1.6.1 The Research and Development Division (RDD) will conduct

review and research re proposed ICT Trainings (Requirements,

Detailed Program of Instruction (POI), Training Directives and

Lectures).

5.1.6.2 RDD will prepare memo for the proposed detailed ICT Trainings

to be forwarded to TDICTM for endorsement to AD, CES and D,

ITMS.

5.1.6.3 The memo will be forwarded to AD, CES and D, ITMS for

evaluation and comments of the proposed ICT Trainings.

5.1.6.4 CES and ITMS shall prepare memo (reply) of their evaluation

and comments to be forwarded to DICTM Ex-O (Attn: RDD).

5.1.6.5 TDICTM either approve or disapprove the proposed ICT

trainings based on the evaluation and recommendation of the

consolidated data from ITMS and CES.

5.1.6.6 RDD will prepare for the accommodation/non accommodation of

the proposed ICT Trainings as per instruction from TDICTM.


TRANSACTION TYPE TURN AROUND TIME

Procedure in the Formulation of ICT Trainings

Review and Research 1 Day

Evaluation and Comments

2 Days

Preparation of the Recommendation for Accommodation/Non Accommodation of ICT Trainings

1 Day


115

5.2 Procedure in the Processing of the Request for Product Presentation

TITLE PROCEDURE NO.

NO. OF PAGES

Procedure in the processing of the Request for Product Presentation 5.2 3


5.2.1 OBJECTIVE

This is to determine if the Request for Product Presentation by requesting company/ corporation can be accommodated or not. 5.2.2 REFERENCES

5.2.2.1 Request Letter/Letter of Intent/Memo from requesting Company/Corporation

5.2.2.2 Instructions from TDICTM 5.2.2.3 Memo from RDD 5.2.2.4 Memo from ITMS and CES


5.2.3.1 Presentation - is the process of presenting the content of a

topic/information to an audience.

5.2.4 REQUIREMENT 5.2.4.1 Approval of TDICTM 5.2.4.2 Memo from requesting company/corporation indicated therein

the product’s name, proposed schedule (date/time) and attendees.


116

5.2.5 FLOWCHART

Requesting Company/Corporation for

Product Presentation

AdmO Endorsement to RDD of Request Letter/

Letter of Intent/Memo

RDD

Verification/Coordination/Scheduling of Product Presentation

TDICTM

Signature for Accommodation/ Non Accommodation of

Product Presentation

Product Presentation by Requesting Company/Corporation

CES ITMS

Evaluation/Comments Evaluation/Comments

RDD Preparation of After Product

Presentation Report

TDICTM For Signature of After Product

Presentation Report C, PNP Submission of After Product Presentation Report

END

START


117

5.2.6 NARRATIVE 2.6.1. The Request Letter/Letter of Intent/Memo from requesting

company/corporation to conduct product presentation shall be

received by the Message Center at Administrative Office and will

be endorsed to AdmO/Personnel Officer.

2.6.2. Admo shall forward/ endorse the Request Letter/Letter of

Intent/Memo to Research and Development Division (RDD).

2.6.3. RDD shall verify the company’s/corporation’s profile and shall make

a coordination on the requesting company/corporation. RDD will

check on the availability of venue and attendees for scheduling of

the product presentation.

2.6.4. RDD shall prepare a Memo for approval of TDICTM regarding the

accommodation or non-accommodation of the said request. Once

approved, the memo shall be sent to the requesting

company/corporation for their scheduled product presentation.

2.6.5. RDD shall facilitate product presentation.

2.6.6. A memo will be forwarded to CES and ITMS for necessary

evaluation and comments on the product presentation.

2.6.7. CES and ITMS shall prepare memo (reply) of their evaluation and

comments to be forwarded to Research and Development

Division.

2.6.8 RDD will prepare an After Presentation Report to be submitted to

TDICTM, further to C, PNP.



Procedure in the processing of the Request for Product Presentation

Processing of Request 1 Days

Preparation of the Recommendation for Accommodation/Non Accommodation of ICT Trainings

2 Days

After Presentation Report 1 Day


118

5.3 Procedure in the processing of the Request for ICT Training by other PNP Unit/Office

TITLE PROCEDURE NO. NO. OF PAGES

Procedure in the processing of the Request for ICT Training by other PNP Units/Offices

5.3 3


5.3.1 OBJECTIVE

This is to determine if the request of other PNP Unit/Office to conduct an ICT Training exclusively for their personnel can be accommodated or not.

5.3.2 REFERENCES

5.3.2.1 Memo from the requesting PNP Unit/Office 5.3.2.2 Instructions for TDICTM 5.3.2.3 Memo from RDD 5.3.2.4 Memo from ITMS and CES


5.3.3.1 Training - refers to the acquisition of knowledge, skills, and competencies as a result of the teaching of vocational or practical skills and knowledge that relates to specific useful skills.

5.3.4 REQUIREMENT

5.3.4.1 Approval of TDICTM 5.3.4.2 Memo from the requesting PNP Unit/Office indicated therein the

title/contents of training course, proposed schedule (Date/Time) and number and profile of the participants.


119

TDICTM Approval/Disapproval of ICT Training

5.3.5 FLOWCHART START

ITMS Coordination with Concerned PNP Unit/Office for the Conduct of ICT Trainings/

Submission of After Activity Report

ITMS Memo (Reply) to conduct ICT Trainings

CES Memo (Reply) to conduct ICT Trainings

CES Coordination with Concerned PNP Unit/Office for the Conduct of ICT Trainings/

Submission of After Activity Report

Requesting PNP Unit/Office Memo Request for ICT

Trainings AdmO Forward the Memo

Request to RDD

Memo Request for ICT Trainings

RDD Memo for Endorsement of Request to ITMS and CES

RDD Memo for Recommendation to TDICTM to conduct ICT Trainings

RDD Memo (Reply) to Requesting PNP Unit/Office Memo to CES and

ITMS for accommodation of ICT Trainings

TDICTM For Signature of After Activity Report

C, PNP Submission of After

Activity/Training Report

END


120

5.3.6 NARRATIVE 5.3.6.1 The Memo from other PNP Unit/Office requesting to conduct an

ICT Training exclusively for their personnel shall be received by the Message Center and shall endorse it to AdmO.

5.3.6.2 AdmO shall forward the Memo/Request to Research and Development Division (RDD).

5.3.6.3 RDD shall prepare a Memo endorsing the request of other PNP Unit/Office to conduct an ICT Training to ITMS (Attn: C, TRD) and CES (Attn: CDTD).

5.3.6.4 ITMS and CES shall prepare a Memo (Reply) regarding the accommodation /non-accommodation of the said request.

5.3.6.5 RDD shall prepare a Memo for Recommendation to TDICTM to conduct ICT Training for the requesting PNP Unit/Office.

5.3.6.6 TDICTM either approve or disapprove the request for ICT Training.

5.3.6.7 RDD shall prepare a Memo (Reply) to be forwarded to the requesting PNP Unit/Office and a Memo to CES (Attn: CDTD) or ITMS (Attn: C, TRD) for the accommodation of ICT Training.

5.3.6.8 CES (Attn: CDTD) and/or ITMS (Attn: C, TRD) will make coordination to the requesting PNP Unit/Office for the conduct of the ICT Training and shall submit an After Activity Report to TDICTM of the said training.

5.3.6.9 TDICTM shall sign on the After Activity Report submitted by CES and/or ITMS, further, to be forwarded to C, PNP.



Procedure in the processing of the Request for ICT Training by Other PNP Units/Offices

Processing of Request 1 Day

Preparation of the Recommendation for Accommodation/Non-Accommodation of ICT Training

2 Days

After Activity Report 1 Day


121

5.4 Procedure in the Conduct of Research and Development on Latest ICT Products and Services

TITLE PROCEDURE NO

NO. OF PAGES

Procedure in the conduct of research and development on latest ICT products and services.

5.4 3

Interfaces Training and Research Div

5.4.1 OBJECTIVE

This is to determine the procedures in the conduct of research and

development on the latest ICT products that are applicable and advantageous to the PNP. 5.4.2 REFERENCES

5.4.2.1 Memo from RDD 5.4.2.2 Instruction from TDICTM 5.4.2.3 Memo from AD, CES and D, ITMS


5.4.3.1 Research – it is a careful, systematic, patient study and

investigation in some field of knowledge, undertaken to discover or establish facts or principles.

5.4.3.2 Development – systemic use of scientific and technical

knowledge to meet specific objectives or requirements. 5.4.3.3 Information Communications Technology (ICT) – it is the

broader term of IT to explicitly include the field of electronic communications.

5.4.4 REQUIREMENT

5.4.4.1 Memo from the RDD indicated therein the proposed ICT products

to be researched.


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5.4.5 FLOWCHART

START

END

RDD conduct Research latest ICT products

Check product for Competitiveness

Coordinate to concern Division

ITMS Review/Recommendation

CES Review/Recommendation

RDD Consolidate, Evaluate and Propose

Ex-O, DICTM For Comments

DICTM For Approval


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5.4.6 NARRATIVE

5.4.6.1 RDD will conduct research through the use of internet and other sources such as product demonstration on the latest ICT products and services that are applicable to the needs of and are advantageous to the PNP.

5.4.6.2 Part of the research is to check the product for its competitiveness and usefulness to the PNP

5.4.6.3 After the conduct of product research, RDD will coordinate with the different divisions of DICTM about the product for their comments.

5.4.6.4 D, CES and D, ITMS thru a written memorandum will also be requested to review the product and give their recommendations if any.

5.4.6.5 RDD will then consolidate and evaluate the reviewed product, then gave a proposal based on the recommendations made by D, ITMS/ D, CES as the case maybe and then forward said proposal to Ex-O, DICTM for comments.

5.4.6.6 The TDICTM approves/disapproves the proposal.


TRANSACTION TYPE

Turn Around Time

Procedure in the conduct of research on the latest ICT product

Conduct of research on ICT 1-5 days

Preparation of the memorandum for recommendation

15-30 mins

Consolidation of the recommendations and submission of the proposal to TDICTM

30 mins

INSTALL the PNP SALARY

SYSTEM

CONNECT INSTALL MAGIC 7.1E SOFTWARE

1. LOAD THE PNP SS MAGIC.INI FILE

2. CREATE USER/CLIENT PNP SS USER ACCOUNT

3. TEST/RUN (Designated NAS Staff)


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III. GLOSSARY OF TERMS

A. ADMINISTRATIVE OFFICE

1. Availability of Reassignment - is a certificate being given by the losing unit duly signed by its Director/Chief of Office granting the transfer of personnel to another unit.

2. Certification – the act of certifying a person, thing or document; or state of being certified. Certification maybe valid for a certain period of time or lifetime.

3. Commutation Order - is an order that certifies the unused leave credits of

the personnel.

4. Compulsory Retirement – is the automatic retirement of officer and non-officer, upon attainment of age fifty-six (56): Provided, that, in case of any officer with the rank of Chief Superintendent, Director or Deputy Director general, the Commission may allow his retention in the service for an unextendible period of one (1) year.

5. DICTM Personnel Board- is the panel headed by Deputy Director created

to evaluate, assess and/or deliberate DICTM personnel matters such as personnel procurement, movement, development and maintenance prior recommendation to the Director, DICTM for his approval.

6. DICTM Working Committee - is the team from Admin Office created to

assists the Board administratively and shall be responsible for the initial screening and evaluation of personnel matters prior deliberation of the Board.

7. DPRM Form 1A – 2007 – refers to the revised PNP ID Application Form.

8. Leave form (CSC Form No.6) – is a form to be used in filing a Leave of Absence of personnel.

9. Leave of Absence (LOA) - is a term used to describe a period of time

that one is to be away from his/her primary job, while maintaining the status of employee. This term is in contrast to normal periods away from the workplace, such as vacations, holidays, hiatuses, sabbaticals, and “working from home” programs, in that they are considered to be exceptional circumstances, rather than benefits. Generally such an


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arrangement has a predefined termination at a particular date or after a certain event has occurred.

10. Letter of Accommodation - is a letter given to personnel who are willing

to be assigned to a unit/office which was duly signed by the Director/Chief of Office of the gaining unit/office.

11. Optional Retirement - Upon accumulation of at least twenty (20) years of satisfactory active service, an officer or non-officer, at his own request and with the approval of the Commission, shall be retired from the service and entitled to receive benefits provided by law.

12. Reassignment - is the movement of an employee from one organizational unit to another in the same department or agency which does not involve a reduction in rank, status, or salary and doest not require the issuance of appointment.

13. Resignation - is the formal act of giving up or quitting one's office or position. A resignation can occur when a person holding a position gained by election or appointment steps down, but leaving a position upon the expiration of a term is not considered resignation. An employee who chooses to leave a position is considered a resignation, as opposed to termination, which occurs when the employee involuntarily loses a job.

14. Transfer - is a movement from one position to another which is of equivalent rank, level or salary without break in service involving the issuance of an appointment.

B. BUDGET AND FISCAL OFFICE

1 Funding or financing - is to provide capital (funds), which means money for

resources (logistics and personnel) for implementation of project, activity or program.

http://en.wikipedia.org/wiki/Election

http://en.wikipedia.org/wiki/Termination_of_employment

http://en.wikipedia.org/wiki/Financing

http://en.wikipedia.org/wiki/Capital_%28economics%29


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C. PLANS AND PROGRAMS DIVISION

1. Action plan –An organized, step-by-step reference for action towards

attainment of specific goal within specific measure of time.

2. Evaluation Mechanism – is a toolkit of evaluation methodologies and specific techniques to facilitate the decision-making process in deriving an evaluation plan appropriate to the project and needs of the evaluation.

3. Information Communications Technology (ICT) - is the broader term of IT to explicitly include the field of electronic communications.

4. Information Systems (IS) - is the system of persons, data records and activities that process the data and information in a given organization, including manual processes or automated processes.

5. Information Systems Strategic Plan (ISSP) – refers to the overall plan for the development and implementation of Information Systems supportive of organizational mission/objectives and the corresponding resources requirements over a five-year period.

6. Information Technology (IT) - is the study, design, development, implementation, support or management of computer-based information systems, particularly software applications and computer hardware.

7. Inspection – is most generally, an organized examination or formal evaluation exercise. It involves the measurements, tests, and gauges applied to certain characteristics in regard to an object or activity. The results are usually compared to specified requirements and standards for determining whether the item or activity is in line with these targets.

8. IT Governance Practices – The Responsible Management of IT resources, including mitigation of risks, in order to realize the value of IT investments.

9. Plan – is typically any procedure used to achieve an objective. It is a set of intended actions through which one expects to achieve a goal. Also, is a proposed or intended method of getting from one set of circumstances to another. They are often used to move from the







http://en.wikipedia.org/wiki/Circumstance


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present situation, towards the achievement of one or more objectives or goals.

10. Performance Indicator or Key Performance Indicator (KPI) is a measure of performance that are commonly used to help an organization define and evaluate how successful it is, typically in terms of making progress towards its long-term organizational goals.

11. Policy – a specific decision or set of decisions designed to carry out such a course of action.

12. Program – are plans or schedules to be followed. Programs comprise goals, policies, procedures, rules, tasks, assignments, steps to be taken, resources to be used, and other mediums necessary to carry out a given course of action supported by budgets. A program maybe a minor one formulated by a single supervisor to improve the morale of personnel in the DICTM.

13. Project - is a temporary endeavor undertaken to create a unique product or service. A project usually needs resources to deliver its results. Most of the time project execution is based on detailed plan, which considers also external factors and constraints. Planning, execution and controlling of project is the primary field of project management. Also, a research or design, that is carefully planned to achieve a particular aim, reaching of which is considered necessary for the achievement of planned benefits.

14. Project Evaluation is a step-by-step process of collecting, recording and organizing information about project results, including short-term outputs (immediate results of activities, or project deliverables), and immediate and longer-term project outcomes (changes in behavior, practice or policy resulting from the project).

15. Project Identification – is a repeatable process for documenting, validating, ranking and approving candidate projects within an organization.

16. Project Management - is the discipline of planning, organizing, and managing resources to bring about the successful completion of specific project goals and objectives.

17. Project Monitoring – provides information for project activities being implemented by concerned offices with the use of project tracking

http://en.wikipedia.org/wiki/Objective_%28goal%29

http://en.wikipedia.org/wiki/Product_%28business%29

http://en.wikipedia.org/wiki/Service

http://en.wikipedia.org/wiki/Factors_of_production

http://en.wikipedia.org/wiki/Constraint




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systems and monitoring indicators such as: Input, Output, Outcome and Impact Indicators.

18. Project Monitoring Tools – the means, machinery or entity used to interface between the project and the project implementers to facilitate effective actions from the project implementer/s and ideal output from the project design.

19. Project Preparation – consists of the entire social, technical and financial work required to ensure that a project is feasible and can be successfully and appropriately implemented. The process ensures the identification and elimination of key risks at the earliest possible time and maximizes development opportunities.

20. Proponent – a person who puts forward a proposition or proposal.

21. Proposal Evaluation – is an assessment of the proposal and the proponent ability to perform the prospective contract successfully (according to technical feasibility, administrative / managerial capability, acceptability and other prescribed criteria).

22. Resource Management - is the efficient and effective deployment for an organization's resources when they are needed. Such resources may include financial resources, inventory, human skills, production resources, or information technology (IT).

C. SYSTEM INTEGRATION AND MANAGEMENT DIVISION

1. Information - is a stimulus that has meaning in some context for its receiver. When information is entered into and stored in a computer, it is generally referred to as data. After processing (such as formatting and printing), output data can again be perceived as information.

2. Information System (IS) - a system of people, data records and activities that process the data and information in an organization, and it includes the organization's manual and automated processes. In a narrow sense, the term information system (or computer-based information system) refers to the specific application software that is used to store data records in a computer system and automates some of the information-processing activities of the organization.


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3. Information Systems Strategic Plan (ISSP) – is an Information and Communications Technology (ICT) blueprint that supports both the short-term and long-term Information System needs of the PNP that is aligned with its strategic thrust and programs.

4. Information and Communications Technology (ICT) - is an umbrella term that covers all advanced technologies in manipulating and communicating information. The term is sometimes used in reference to information technology (IT), particularly in these two communities: education and government. The common usage ICT is synonymous assumed the fact that IT or ICT encompasses all mediums, to record information (magnetic disk/tape, optical disks (CD/DVD), flash memory etc. and arguably also paper records); technology for broadcasting information - radio, television; and technology for communicating through voice and sound or images - microphone, camera, loudspeaker, telephone to cellular phones. It includes the wide varieties of computing hardware (PCs, servers, mainframes, networked storage).

5. Policy - a deliberate plan of action to guide decisions and achieve rational outcome(s).

6. System - is a set of interacting or interdependent entities forming an integrated whole.

7. System Integration - the process by which smaller pieces of software are brought together to form a larger piece of software that was designed to solve a problem.

8. System Management – is the management of the information technology systems in an enterprise. This includes gathering requirements, purchasing equipment and software, distributing it to where it is to be used, configuring it, maintaining it with enhancement and service updates, setting up problem-handling processes, and determining whether objectives are being met.

9. RESEARCH AND DEVELOPMENT DIVISION

1. CES – Communications and Electronics Service

2. Development – systematic use of scientific and technical knowledge

to meet specific objectives or requirements.


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3. Information Communications Technology (ICT) – is the broader term of IT to explicitly include the field of electronic communications.

4. Information and Communications Technology (ICT) – is the totality of the electronic means employed to systematically collect, process, store, present and share information to end-users in support of 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 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.

5. ITMS – Information Technology Management Service

6. Presentation - is the process of presenting the content of a topic/information to an audience.

7. RDD- Research and Development Division

8. Research – is a careful, systematic, patient study and investigation in some field of knowledge, undertaken to discover or establish facts or principles.

9. TDICTM – The Director, Directorate for Information and Communications Technology Management

10. Training - refers to the acquisition of knowledge, skills, and competencies as a result of the teaching of vocational or practical skills and knowledge that relates to specific useful skills.