I.
BACKGROUND AND RATIONALE

The CBMIS Unit was created in March 1993, by virtue of Administrative Order No. 72, s. 1993, as an internal realignment measure using existing positions within the Planning and Monitoring Service (PMS). The PMS is tasked to oversee the operations of this unit which has already developed several CBMIS subsystems in the areas of disaster management, core shelter, day care, senior citizens, solicitation permits, foreign and local adoption, and field operations.

Management’s need for accurate, timely, complete and relevant information for supporting decision-making functions justified the creation of a Computer-Based Management Information system (CBMIS) Unit. These objectives and the desired continuing development of DSWD’s information technology (IT) capabilities have led to the formulation, proposal and approval of a locally funded DSWD Project known as the “Operationalization of the Computer-Based Management Information System Project (1994-1998), also Known as CBMIS Project, for short.

II.
PRINCIPLES/VISION GUIDING THE IMPLEMENTATION OF THE CBMIS PROJECT

The development and implementation of the CBMIS Project is in line with the Department’s 1994-1998 Information Systems Plan (ISP) and supports the following DSWD policy thrusts and directions:

D	— Human Resource Development for the most disadvantaged families and vulnerable groups;
S	— Streamlining and strengthening of DSWD centers and institutions;
W	— Working and Liaising more closely with LGUs, NGOs and POs; and
D	— A comprehensive Disaster Management Program with focus on (a) capability building for disaster managers and implementors in disaster prone areas, and b) expansion of Core Shelter Assistance (CSA) project implementation as a mitigation effort.

The operationalization of the CBMIS, in this regard shall ensure that appropriate data and information subsystems can respond to various management information requirements.

III.
PROJECT DESCRIPTION

A. GENERAL OF OBJECTIVE

To provide management with accurate, timely, complete and relevant information needed to support decision-making functions.

B. SPECIFIC OBJECTIVES

1. Evaluate the Department’s information system requirements;

2. Develop appropriate computer-based systems;

3. Operationalize the computer-based systems;

4. Monitor the operation and progress of PMS-developed computer-based information systems and carry out amendments to adapt it to changing needs; and

5. Create and maintain a computer-based databank.

C. KEY ELEMENTS

1. Integrated system to serve many users;

2. Computer-based system that integrates a number of applications through a database;

3. User-machine interface that gives instant response to ad hoc inquiries;

4. Providing information to all management levels; and

5. Support of operations and decision-making functions.

D. PROJECT COMPONENTS

1. Installation of a Local Area Network (LAN) within the Central Office;

2. Setting -up of a Data Communications Network between the central and field offices; and

3. Development of the computer-based applications needed by the Department’s Bureaus, Services and Field Offices.

E. EXPECTED OUTPUT

1. Availability of accurate, timely, complete and relevant information needed to support decision-making functions.

2. Expanded information system network

    a. Local Area Network (LAN)

    Computers linked to the network will be able to share data/information.

    b. Data Communications Network

    Central Office computers will be able to transfer files to the Field Office computers and vice versa.

3. End-User computing

End users - management will be able to make timely decisions by interacting directly with the computer. By this time, the CBMIS will have incorporated tools such as query and report generators, electronic spreadsheets, statistical analysis programs and graphics routines.

F. WORK PROGRAM (BY PROJECT COMPONENT, 1994-1996)

1. Local Area Network (LAN)

June 1994 -  Bidding

July 1994 -  Installation and training of Central Office personnel

January 1995 -  Expansion/addition of workstations

January 1996 -  Expansion/addition of workstations to 1998

2. Data Communications Network

June 1994 -  Bidding

July 1994 -  Installation and training of Field Office personnel

January 1995 -  Expansion/addition of Field Office computers

January 1996 -  Expansion/addition of Field Office computers to 1998

3. Development of computer-based applications.

1994 -  Development of multi-user versions of existing CBMIS subsystems

-  Development of new subsystems

-  Installation and user training

1995

-  Convertion of selected CBMIS subsystems to GIS-based applications

-  Development of new CBMIS subsystems

-  Installation and user training

1996

-  Maintenance of existing subsystems to 1998

-  Development of new subsystems

-  Installation and user training

III.
SPECIFIC GUIDELINES

A. PROJECT IMPLEMENTATION AND MANAGEMENT

1. The CBMIS Project will be directly implemented by PMS. The different offices at Central Office will be co-implementors with respect to the local area network (LAN) component, and the particular subsystems and databases catering to their respective needs. The 14 Field Offices shall be co-implementors with respect to data communications network (datacom) component and the particular subsystems/databases focused on their needs.

2. The CBMIS Project shall be managed centrally through the Planning and Monitoring Service (PMS). The PMS Director, assisted by the MSMD and PSD heads including the CBMIS Unit Supervisor, will oversee the development, installation and maintenance of systems to ensure that they meet the user’s requirements and function efficiently.

3. Since the CBMIS will require a network within the Department for it to be more effective, the existing CBMIS Coordinators Team from the Bureaus, Services and Field Offices will be further strengthened and mobilized.

The Coordinators’ functions will likewise be expanded to include the following:

1. Interface with the PMS personnel in the course of the systems development project;

2. Assist the PMS in determining the information requirements of their respective Offices (EXECOM), Bureaus, Services and Field Offices;

3. Ensure that all system components (hardware and software) of their respective Offices (EXECOM), Bureaus, Services and Field Offices are compatible with DSWD-CBMIS requirements.

4. Provide the PMS with the updated databases (electronic and manual) of their respective Offices (EXECOM), Bureaus, Services and Field Offices; and

5. Monitor the operation and progress of PMS-developed computer-based information systems installed in their respective Offices (EXECOM), Bureaus, Services and Field Offices.

B. PROCUREMENT OF HARDWARE/EQUIPMENT

Department wide acquisition of hardware /equipment should be referred to the PMS Director to ensure compatibility with existing and/or planned hardware/equipment and connectivity to the Local Area and Data Communications Network. Final approval of all hardware/equipment requirements shall be referred to the Secretary.

C. INSTALLATION OF EQUIPMENT

Since the PMS will be incharge of network administration, a staff designated by the PMS Director should be present during installation of new hardware/equipment.

D. IMPLEMENTATION OF CBMIS SUBSYSTEMS

CBMIS subsystems will be developed by the PMS while implementation will be the responsibility of the end users - EXECOM Offices, Bureaus, Services and Field Offices.

E. MONITORING OF CBMIS SUBSYSTEMS

PMS will monitor the implementation of CBMIS subsystems. A monthly status/progress report will be submitted to the Honorable Secretary. Copies of such reports shall be circulated to all concerned.

F. EVALUATION OF CBMIS SUBSYSTEMS

The end users will evaluate the different CBMIS subsystems installed in their respective Offices (EXECOM), Bureaus, Services and Field Offices. Their evaluation will be the basis of subsystem upgrades and revisions.

G. OPERATION AND MAINTENANCE OF THE CBMIS SUBSYSTEMS

Operation of the different CBMIS subsystems will be the responsibility of the end users while maintenance will be done by the PMS.

H. REGULAR AND TERMINAL REPORT PREPARATION

Terminal report preparation will be the responsibility of the PMS with inputs from the end users. Regular (quarterly/semestral/annual) reports shall likewise be prepared at all levels.

IV.
IMPLEMENTATION PERIOD

This Department Order shall take effect immediately and shall be in force until its project completion in 1998.

For implementation.

Adopted: 14 June 1994

(SGD.) CORAZON ALMA G. DE LEON
Secretary