COMP3770/6770: Management of IT Systems and Projects - IT Assignment Help

Assignment Task:

Project Background 

Introduction 

The Executive Information System (EIS) 2 is part of the list of information systems for different Philippine government departments. The purpose of this system is to aid the Provincial Governor to keep an eye on where diverse projects stand and to track income gained by the province from its revenue-generating aspects. Such systems are still in use today in a variety of disciplines ranging from town planning (Grifoni, D'Onofrio & Sargolini, 2018), environmental management (Renatus & Gelderman, 2016), farming (Fountas et al., 2015) and so on. 

Provincial Government of Aklan – Governor’s Office 

The Provincial Government of Aklan (hereafter PGA) of the Philippines, constitutes 19 departments each with an appointed department head (Vargas, Rentillo & Rubio 2012). The entirety of the Provincial Government is administered by the Provincial Governor’s Office (PGO) to which all departments are subordinate. The PGO’s major function is the general management and jurisdiction over all programs, projects, services, ventures, plans and activities of the PGA. The Management Information System Division (MISD) is assigned to build information systems for various government offices (Vargas, Rentillo & Rubio 2012). 

System Background 3 

The scope of the current process as well as its deficiencies are identified in table 1 and figure 1. Reports are traditionally prepared manually and consolidation takes time and effort. The Provincial Governor uses reports from several information systems already in place to monitor the efficacy of operations and service-delivery. 

It is proposed the EIS integrate established information systems for the purpose of acquiring necessary reports with appropriate user account permissions. This manual process basically applies to any report the governor requires from other departments, be it a map from the Geographical Information System (GIS) (Sexton, 2019) or Human Resource Management reports from HRMIS (Boon, den Hartog & Lepak, 2019). The EIS proposed will provide access to relevant information from various sources to provide government officials with relevant, timely and accurate reports allowing them to make plans and decisions as appropriate. 

The focus of the development of EIS is for the immediate information the governor requires which can be viewed instantly on the system. With an EIS, the governor can check the system directly and reports are displayed as shown in figure 2. 

The EIS will be a web application accessed by the governor via touch-screen desktop machine, which will aid with responsiveness and mobility. The web application contains various modules enabling connection to various databases (figure 3). Figures 3 and 4 below illustrate the different information systems of the Provincial Government of Aklan, including the Executive Information System to be developed. The EIS will contain a custom-made GIS Web Application interface for project updates and geographical illustrations. 

Document Tracking Reports 

The Management Information System Division (MISD) developed the Document Tracking System (DTS) to address the tracking and monitoring requirements of Purchase Requests and Disbursement Vouchers. The Tracking of Purchase Requests (PR) and Disbursement Vouchers (DV) starts with the receipt of complete documents from their respective departments being 

1 Or other suitable PM software – up to you! 2 Yes I know technology has moved on from EISs, but they are not as redundant as you might think. If you are very clever you might like to mention some alternatives in the conclusion to your report? 3 This system background is just for your interest only. As a PM you don’t have to implement these systems. I am just giving you some context here as you are working as a PM in the MISD(ivision) – i.e. the IT department of the governor’s office. the Provincial General Services Office (PGSO) for the PRs and Provincial Budget Office (PBO) for the DVs. The tracking shows the number of pending, processed, sent out, received and closed documents per department. 

Revenue Collection Reports 

The Provincial Government of Aklan maintains government hospitals, ports and terminals, construction development and quarrying services, provincial tourism operations as well as academic centres. 

The Economic Enterprise Development Department (EEDD) has legal authority to collect non-tax revenues such as regulatory fees and business and service income accruing; in addition it also collects tax and non-tax revenues such as that from real property tax accruing to the General Fund. 

The governor has to actively request preparation and submission of revenue collection reports from the Provincial Treasurer’s Office (PTO). 

The Provincial Government of Aklan adopted the Enhanced Tax Revenue Collection and Assessment System (ETRACS) - a computerized system made for Local Government Units (LGU) to fully automate operations of and between Treasury and the Assessor. ETRACS is composed of three (3) core modules: a Tax Collection Module, a Business Permit Assessment Module and a Real Property Assessment Module. 

Human Resource Management Information 

The Provincial Government of Aklan adopted the Human Resource Management Information System (HRMIS). Using LAMP (Linux, Apache, MySQL and PHP), the system is tailored for use of the LGU. The HRMIS incorporates: Attendance Monitoring, Leave Management, Personnel Information Management, and Certification Issuance. 

Project Monitoring and Status Reports 

The Provincial Government of Aklan implements (hard and soft) projects funded from various sources. These include Local Funded Projects including the 20% Development Fund, National Funded Projects, Foreign-Funded Projects, and National Government Organisation-Funded Projects. Consequently, maps are also critical to the governor’s decision-making as information on geographical location, land area and property accessibility are needed for particular projects. 

ETRACS has been operational and implemented in the Office of the Treasurer, the Assessor’s Office and the Dr. Rafael S. Tumbokon Memorial Hospital (DRSTMH). One of the features of this system is automatic report generation along with online transaction capability. It is proposed the EIS integrate with ETRACS to obtain these revenue reports. It is important the governor have regular status updates on the quality of his or her workforce; including attendance levels, tardiness, age profiles, skill profiles, job status and gender. It is proposed the EIS will integrate in to the HRMIS to obtain such data/information through reports. 

Document Tracking Reports 

Document Tracking Reports include Purchase Requests and Disbursement Vouchers. Each report will show the department involved, date submitted, date required and it's status. 

Purchase Request 

A Purchase Request is a document issued by a certain department to notify the purchasing department of items needed, along with corresponding quantities and estimated unit prices. Such a document is intended to maintain internal financial controls within the organization. The Provincial Accounting Office (PACCO) established a purchase request process to effectively oversee requisitions for purchases. 

Disbursement Voucher 

A Disbursement Voucher is a form used to make payments to an individual, usually a non-employee or a resident, a business establishment or a private organization for merchandise sold or services rendered.

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