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Issp Guidebook
Issp Guidebook
GUIDEBOOK
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This guidebook on Information Systems Strategic Planning was prepared by the Associates in Rural Development (ARD) through the support provided by the United States Agency for International Development (USAID) under the Terms of Contract No. 492-0471-C-C00-5089-00 for the Governance and Local Democracy (GOLD) Project. This guidebook was subsequently revised by the National Computer Center Field Operations Office (NCC-FOO) to conform to the provisions of NCC Memorandum Circular 03-02 issued on July 31, 2003 and previous MCs.
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Contents
Introduction Chapter I: Information Systems Strategic Planning Overview
What is an Information Systems Strategic Plan? What is an Information Systems Development Plan? Why does an office need an Information Systems Strategic Plan? Premises of Information Systems Strategic Planning Framework of Information Systems Strategic Planning
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Purpose of Assessment of IT Options Steps in Assessing IT Options Present/Discuss IT Trends Trends Options Recent Developments Summarize Functional and Corresponding Information Requirements that Require IT Support Develop Alternative IT Solutions Strategies Assess Alternative IT Solutions Formulate IT Objectives Review with Management
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Overview of Information Systems Development Strategy What is Information Systems Development Strategy? Purpose of Information Systems Development Strategy Designing the Information Systems Architecture Identify the Information Systems Design the Conceptual Framework of the Identified ISs Design the Physical and Logical Network Layout to Support Identified ISs Describe the Salient Features of Each IS Describe the Impact of the ISs Describe the IS Inter-Linkages Describe the IS Development Strategy Identify Databases Required Determine the Computing Scenario Stand-alone or Independent Systems Networked Systems - Local Area Networking (LAN) - Wide Area Networking (WAN) LAN Computing Scenarios Centralized Centralized-Distributed Open System Client-Server LAN Advantages and Disadvantages Choosing Your Computing Scenario ICT Strategy for Public Access Identification of IS Plan Resource Requirements ICT Resource Requirements Identify Hardware Required Determine Software Required Present ICT Resource Map Per Office Present ICT Services Requirements Identify ICT Manpower and Organizational Requirements Staffing and Manpower Present the Existing and Proposed IT Organizational Structure and their placement in the organization Identify IT Training Needs Other Resource Requirements
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Information Systems Implementation Strategy Over-all Time Frame Prioritize the IS to be Developed Phasing of IS Development Investment Estimate Cost Determining Performance Parameters/Critical Success Factors for ISSP Review with Management
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Introduction
The 21st century is an era of sweeping changes. It is an era marked by scientific and technological breakthroughs. It is an era where Information Technology plays an extremely vital role in practically all areas of human existence. Along with this realization is the acknowledgement that, in this day and age, IT holds the key to the success of any organization. However, the advancement of an organization will depend much on the proper management and use of this vital and invaluable resource. Thus, the need for appropriate planning. Information Systems Strategic Planning (ISSP) is an activity geared towards this end. It is a powerful scheme for ensuring that an organizations resources are properly utilized and its long-term goals are met. Ultimately, ISSP seeks to improve an organizations productivity and delivery of services. This guidebook was prepared purposely to aid all government entities, namely local government units (LGUs), state universities and colleges (SUCs), national government agencies (NGAs), as well as government-owned and controlled corporations (GOCCs) in the formulation of their respective ISSPs. This could serve as a reference material as it outlines the details of the different processes involved in the preparation and development of an ISSP and the annual Information Systems Development Plan (ISDP), both of which are requirements of the National Computer Center and the Department of Budget and Management.
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As a whole, the ISSP embodies the organizations overall strategic plan for the development and implementation of information systems, the use of IT and the corresponding resource requirements over a fixed long-term period (planning horizon). It is a natural component of the organizations planning process and should be considered a tool to ensure IT application in strategic areas of government concern and map out its IT direction.
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V. IS PROJECTS PLANNING
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3. Formulate project implementation strategy and plan; and 4. Secure management commitment. 1. Formulate Project Objectives and Scope Prior to the formulation of the project objectives and scope, the legal basis for the project must first be established. This shall be initiated by the head of the organization by way of an office order explaining why the project is needed, authorizing its activities and creating the organization for it, among other things. This move is undertaken to give a specific mandate to the IS Planning project. Once the projects legal basis is in place, the designated IS Planner, along with the organizations IS Management Advisory Committee made up of the organizations top executives, then takes the next step in the IS Planning Project Organization phase by setting the objectives and scope of the ISSP and linking them with the strategic programs and thrusts of the organization. They shall have the following functions: Set the strategic direction for computerization in the organization; Update the ISSP whenever there are changes in the organizations mandate or priority; Act as executive sponsor for the organizations ISSP; and Formulate policies or strategies necessary to launch and sustain the organizations IT program.
An important step in the IS Planning Project Organization process is the setting of the objectives of the ISSP that will seek to serve the vision and mission of the organization. To set the objectives, the team must be aware of the scope and quality of service desired, the policy requirements, the organizational deficiencies and such other considerations. The objectives should seek to address all these. The statements on what the plan aims to accomplish must be clearly defined. The ISSP objectives can be grouped by planning areas rather than by random list such as: Service - refers to the act of performing a task or an action for another. For an organization, service is directed to its internal and external clients. The internal clients are the persons within the organization while the external clients are those from outside that are being catered to by the organization. For instance, in the case of LGUs, external clients refer to the citizens within its jurisdiction. For example: - To provide fast, reliable services to the constituents of the organization in a timely, responsive and cost-effective manner.
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- To provide support for all areas where IT can be applicable. Policy - refers to rules and regulations, guidelines, or orders that are set and agreed upon by persons within the organization. For example: - To establish a policy in the procurement of IT resources. Information Technology refers to the totality of the means employed to systematically collect, process, store, present and share information. It encompasses computers, telecommunications and office systems technologies, as well as the accompanying methodologies, processes, rules and conventions. For example: - To encourage the expeditious development of information systems that will help provide the delivery of services to the clients of the organization. - To maximize the use of existing IT resources. - To integrate existing and proposed information systems into an organization-wide management information system. - To conduct periodic system reviews a. Hardware refers to the electronic components, boards peripherals and equipment that make up a computer system as distinguished from the programs or software that tell these components what to do. For example: - To encourage resource sharing through computer-based networks. - To continue to upgrade and expand existing hardware to accommodate the growing data processing and information needs of the organization. b. Software a set of instructions to computer and its peripheral equipment to execute a command or process data. A software may be an operating system, a development language, database management system, network management software, set of computer tools and utilities, or an application package. For example: - To provide system software support for integrated processing.
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- To support user-friendly systems. c. Communications refers to the means of sending and receiving massages through a medium. For example: - To emphasize data communications in the design of future information systems. - To implement more effective and modern approaches in verbal written and visual communications. d. Office Automation a method or system of using electronic equipment, such as word processors and computers, in the operations of an office. For example: - To encourage office automation to increase personnel productivity. Organization a group of persons formed as or into a whole consisting of interdependent or coordinated parts, especially for harmonious or united actions. For example: - To create a unit that will manage the information systems. a. Personnel individuals who compose an organization. For example: - To recruit and retain outstanding individuals with good IT potentials. - To improve the quality of MIS professionals through career development. b. Management refers to the act of handling, directing or controlling. For example: - To provide decision-support to management. - To promote the management of information resource at all levels of the organization. Operations an act or instance, process or manner of functioning or carrying out activities. For example:
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- To provide sufficient operational capability to achieve acceptable response times. Standards and Procedures a set of fixed instructions or steps for accomplishing out usually routine operations. For example: - To develop and implement the standards and procedures necessary to create the framework for information systems development and maintenance, and effective interaction of users.
B. Set the ISSP Scope
The scope of the ISSP expresses the following: 1. The time frame or coverage. The shortest is three years and the longest is five years. The time frame rests on the activities that the organization wants to do, its capability to do them, and the resources available. Some other factors may be worth considering like fast-changing technology and, in the case of LGUs, the remaining years in the term of the incumbent LGU officials. 2. The departments and offices covered by the ISSP Identify the offices directly involved in the project within the set time frame.
3. The functional areas addressed by the ISSP, which may include, among others, the following: Fiscal Administration Public Records Management Law Enforcement and Monitoring Health and Social Services General Public Services Education, Culture and Sports Economic Enterprises Human Resource Management and Development Infrastructure Agricultural Services Environmental Services
Since the ISSP cannot address these areas all at the same time, the IS Planning core project team would have to decide on which to include first in the coverage. It may choose first those functional areas whose computerization:
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Can be done or achieved within the set time frame; Can yield quantifiable or measurable impact; Can be achieved with minimal constraints; Will stress the strength of the organization and offset its weaknesses; and Will contribute to the revenue generation function of the organization.
2. Organize the Core Project Team The next step is to organize the IS Planning core project team. The head of the organization designates the officials and personnel within the organization to compose the team.
A. IS Strategic Planning Core Project Team Composition
At least three members may compose the team, headed by the head of the organization or his designated representative. Heads of appropriate offices or organizational units may sit as members. The team may call itself by any name of its choice. For example, ISSP Management Committee; ISSP Steering Committee; etc. It is important for the team to organize its technical working group (TWG) whose members need to have: Good knowledge of IT; Familiarity with the organization; and Commitment to work full time for the project.
The IS Planning core project team performs the following tasks: Sets policies and makes major decisions regarding the project activities; Provides direction and guidance to the TWG; Monitors the progress of the project implementation; and Formulates new approaches and devises ways to speed up project implementation.
The TWG performs the following tasks: Gathers and compiles relevant data and documents, conducts surveys and interviews and does research on the project; Participates in the compilation and documentation of data and documents; Does analysis; and Reports to the IS Strategic Planning core project team on the status of the project.
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3. Formulate Project Implementation Strategy and Plan This stage outlines the strategies necessary to carry out the overall objectives of the project. The work program includes the detailed activities, the time to complete each activity, the expected output or result and persons responsible for each activity. It is presented in table format in Figure 1.
ACTIVITY OUTPUT/RESULT RESPONSIBLE PERSON/S RESOURCES NEEDED START DATE END DATE
4. Secure Management Commitment Having laid down the project scope and objectives and identified the organizational support mechanisms for undertaking the project, the next step is to secure the full support and commitment of management. This is particularly necessary at the initial phase of the planning process to ensure greater success of the project.
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Description and quantity of existing hardware and other equipment; Software in use and not in use, licensed or not; Hardware and software requiring upgrade; General IT profile of the organization; and Total IT expenses of the organization including salary and training on IT.
2. Present the Organizations Concept of Operations and Beneficiaries Using the data and information gathered in the previous activity, describe how the organization operates vis-a-vis its mandate and objectives. The TWG will likewise specify and describe the organizations beneficiaries or clientele and the various ways by which the organization services them. This can be based on the functional areas that have earlier been identified during the setting of the project scope. 3. Identify Problems for Possible IT Solutions At this level, the IS planning project team will pinpoint issues and concerns affecting the organization or its beneficiaries that can possibly be addressed by information technology approaches. Some examples are low collection of taxes for fiscal administration and no effective monitoring of projects for infrastructure.
To aid in the identification, the following may be taken into consideration: What hampers the achievement of the organizations vision and mission?
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4. Surface Management Priorities Having identified the issues and concerns affecting the organization as well as its beneficiaries or clientele, the IS planning project team, in consultation with management, will now determine which particular problems or issues will be given greater weight or priority for possible IT solutions. Prioritization is done based on the problems impact on the attainment of the mission and goals of the organization, for instance in terms of revenue generation or service delivery, among others. 5. Review with Management The final step in the organizational strategy assessment phase is to review the results of the previous activity with management to confirm the latters approval and support for the project.
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1. Present/Discuss IT Trends The following trends and options in Information Technology may be worth taking into consideration in the course of IS Strategic Planning:
Trends
Falling Prices