Ateneo de Naga University

Graduate School
Masters in Business Administration




In Partial Fulfilment for the Requirements in
MBA213- Management Information System






Management Information System Plan
of the Municipality of Bula






Submitted by:


Desalisa, Jennypearl
Lagdaan, Jennifer
Ramos, Liciel
Villafuerte, Sheila




Submitted to:


Ms. Aileen Rillon




May, 2014

MANAGEMENT INFORMATION SYSTEM PLAN
Chapter 1

1.1] Introduction
The town of Bula is historically considered as one of the first four towns of Camarines Sur
founded by the Spanish conquisadors when they set foot on the Bikol soil coming from the
Visayas. The municipality is located between the hearts of two cities (Northeast of Iriga City and
Northwest of Naga City). It is bounded on the north by the town of Pili and Ocampo; on the east
by the town of Baao; on the southeast by the town of Nabua, on the south by the town of
Balatan. The area of Bula covers 19, 040.6950 hectares. Statistics (1998) show that Bula now is
composed of thirty- three (33) barangays and has a population of 58, 283. The municipality is a
THIRD class municipality with its revenue reaching 30, 054, 722.32 mark in 1999.

The people of Bula are generally hard working. Having been enlightened on the advantage of
scientific farming like the Masagana system, the Bulaenos produce the greater quantity of rice
production in the Province. The peoples main sources of livelihood are agricultural production
and fishing. The endeavor is unexpectedly liberating them from economic poverty.

Lead by the municipal mayor, Hon. Ronaldo Navo Canet and vice mayor Hon. Moises Pader
Soreta the municipality envisions itself as the bamboo industry center in Southern Luzon, a
showcase municipality in agriculture and an eco- tourism destination in the province with God-
loving, empowered and resilient citizentry; enjoying a globally competitive economy in an
ecologically- balanced, adequate and functional environment; guided by dynamic and
committed leadership.

Its mission on the other hand is to vigorously initiate and assume the major role of implementing
developmental programs, projects and activities by harnessing natural, human and
technological resources with the active support of the enlightened, unified and responsive
citizentry.

Bula, Camarines Sur is a place that aims towards progression and economic growth and with
this; its local government unit has to find ways on how to cater the needs of the people in the
locality. The Management Information System is one breakthrough to be use in the
organization in order for it to arrive with the best activities, successful and efficient problem
solving, and good organizational and follow up business transactions.

Management Information System will provide the local government unit of Bula, Camarines Sur
with a more organized and summarized information that is primarily important to decision-
making. The organizations recognition of this need must eventually supplemented by an
efficient management plan which will serve as its guide in developing a much effective way of
using technological advantage for the realization of the institutions goals and objectives.

1.2] Purpose of the Plan
This plan will enable the local government unit of Bula, Camarines Sur to reduce its cycle time
by avoiding delays since various applications relating to management information systems
organizes information in proper time which may lead to efficient and accurate decision-making.
Moreover, the main purpose of the MIS is to give managers feedback about their own
performance as well as top management can monitor the company as a whole.

It also improves customer satisfaction through the different applications that can track
performances which may lead to a higher level of productivity on the part of the LGU
employees. One instance of this is showing actual data over against planned results and results
from a year before. Thus, it measures progress against goals. High productivity will eventually
result to achieving total customer satisfaction from the people that the organization serves.

Additionally, it improves how the business process is done in the organization. It represents the
electronic automation of several different kinds of counting, tallying, record-keeping, and
accounting techniques of which the by far oldest was the ledger on which the organization
tracks its transactions and gradual progressions. From a manual work which is commonly
practice in this kind of institution eventually led to an innovative way on how to deal with the
operations of the business.

1.3] Scope of the Plan
This study focuses on the eleven office of the local Government Unit of Bula, Camarines Sur
namely the Municipal Planning and Development; Municipal Budget; Municipal Accounting
Mayor Office; Civil Registrars Office; Treasurers Office; Assessors and Engineers Offices.
Moreover, it also has Social Welfare Development, Agricultural and Health Offices.
Among all of these departments, four out of the total number are integrated with the national
government. The remaining seven units are being run independently.

The study will focus on the processes within the municipality involving internal and external
clients. Specifically, it will examine the processes which are the hiring in the human resource
department; collections in business applications and payment tax and procurement in medical
supplies request, solicitation, disbursement, community tax certificates and other receipts.



Chapter 2

2.1] Current Business Process
See attached document
Projects of the Local Government Unit of Bula, Camarines Sur which concern customer
relations are focused on the road constructions of the area and other similar activities.
Simultaneously, this project is for the purpose of the development of tourism aspects.






































(LGU TO CUSTOMER)









(CUSTOMER TO LGU)
(CUSTOMER TO LGU)










2.2] Current Software Applications Used
APPLICATIONS USED IN LOCAL GOVERNMENT UNIT (BULA, CAMARINES SUR)
Application
Type
Description Users No. of
users
Remarks
Department Job Title
MS WORD MS Word is
commonly used in
writing letters and
various documents. It
works perfectly to other
software of Microsoft
such as Excel and
Powerpoint. It may also
be converted to HTML
or PDF Formats in
case a particular file is
needed to be
converted. Wrong
grammar and spellings
may also be checked in
this application. Its
other system
functionality such as
open file and short cuts
make the work easier
and accurately.
Municipal
Mayors
Office
Municipals
Treasurers
Office
Accounting
office
Human
Resource
Municipal
Planning
Development
Office
Municipals
Engineering
Office
Municipals
Health Office
(All
departments)
All
positions
if needed
MMO-4
MTO-8
MBO-2
HR-2
MACC
O-2
MPDO-
4
MEO-2
MHO-2

It supports
the LGUs goal
to secure their
important
documents
which relate to
their operations.
MS Word offers
a read only
cannot be
edited later or
can only be
edited in certain
spaces. MS
Word has
productivity-
related images
like charts and
graphs. Such
as these may
be used by the
company to
track the
performances of
its employees,
the production
rates and any
other
transactions in
the office.
MS EXCEL This application can be
used in data analysis
presented in vouchers
and other forms in the
different offices in LGU.
It also delivers
efficiency in data
management indicated
in vouchers.
Municipal
Mayors
Office
Municipals
Treasurers
Office
Accounting
Office
Human
Resource
Municipal
Planning
Development
Office
Municipals
Engineering
All
positions
if needed
MMO-4
MTO-8
MBO-2
HR-1
MACC
O-9
MPDO-
3
MEO-3
MHO-1


Since MS
Excel is ideal in
data recording
such as prices,
salaries and
inventories in
the office
transactions in
LGU, it
simultaneously
contribute to the
government
units goal to
sustain their
good tracking
of their budgets
Office
Municipals
Health Office
(All
departments)
, lists of
inventories and
other agendas
in the
workplace.
CS3 CS3 helps in
transactions for
workgroups in LGU
that need to collaborate
on the same projects
and track different
versions of files.

Municipal
Mayors
Office
All
positions
if needed
MMO-4
MTO-8
MBO-2
HR-1
MACC
O-9
MPDO-
3
MEO-3
MHO-1


Since MS
Excel is ideal in
data recording
such as prices,
salaries and
inventories in
the office
transactions in
LGU, it
simultaneously
contribute to the
government
units goal to
sustain their
good tracking
of their budgets
, lists of
inventories and
other agendas
in the
workplace.
CORE
VIDEO
EDITING

This application is
useful in LGU for
presentations in
meetings since it
delivers great-looking
videos and slideshows.
It also creates a huge
range of video projects
that are used by the
organization for
marketing purposes.

Municipal
Mayors
Office
All
positions
if needed
MMO-4
MTO-8
MBO-2
HR-1
MACC
O-9
MPDO-
3
MEO-3
MHO-1


Since MS
Excel is ideal in
data recording
such as prices,
salaries and
inventories in
the office
transactions in
LGU, it
simultaneously
contribute to the
government
units goal to
sustain their
good tracking
of their budgets
, lists of
inventories and
other agendas
in the
workplace.
WEB
BROWSER

Web browser provides
features for easy
access to documents

Municipal
Mayors
All
positions
if needed
MMO-4
MTO-8
MBO-2
Since MS
Excel is ideal in
data recording
and folders. It can be a
search facility and the
ability to quickly
approve and publish
documents which is
done to disseminate
information in the office
and to the public.
Office HR-1
MACC
O-9
MPDO-
3
MEO-3
MHO-1


such as prices,
salaries and
inventories in
the office
transactions in
LGU, it
simultaneously
contribute to the
government
units goal to
sustain their
good tracking
of their budgets
, lists of
inventories and
other agendas
in the
workplace.
AUTOCAD This application is used
in creating designs and
having detailed work in
architectural drafts and
drawings.

Municipal
Mayors
Office
All
positions
if needed
MMO-4
MTO-8
MBO-2
HR-1
MACC
O-9
MPDO-
Since MS
Excel is ideal in
data recording
such as prices,
salaries and
inventories in
the office
3
MEO-3
MHO-1


transactions in
LGU, it
simultaneously
contribute to the
government
units goal to
sustain their
good tracking
of their budgets
, lists of
inventories and
other agendas
in the
workplace.
MS Power
point
This application is used
for presentation of
proposed projects and
during the Meeting.
All
departments
Head of
the
different
departme
nts
1










2.3.] Analysis of the Current Business Process

The Municipality of Bula like the other existing LGUs processes transactions manually.
Computers are just used for encoding, computing, making summary and storing data. Computer
applications mostly used are MS Excel and MS Word only. With the limited capacity of the
identified applications and with the bulk of transactions that need to be processed daily, the
municipality has created impressions of delays and frustration.

Delays take place due to the absence of signatories. These signatories, especially the public
hired officials have different schedules. They have to attend to public and municipal gatherings
and activities and even national trainings and events that may take place anytime and in
different places outside the office. These result to unprocessed documents; documents that are
unread and unevaluated which commonly rest on the desks of the signatories for a period of
time. Thus, employees and even citizens have to wait for 3- 7 days.

Frustration brought about by long waiting of the release of check and cash can also be
associated with the manual recording. This takes place not just in the treasury and accounting
but also in the other departments. Even the quality of the records and reports can be evaluated
with dissatisfaction since they vary depending on the employee who prepared the documents.

With such reality, there is a great demand for improvement. The municipality has to strategically
redesign how they do things and how things are done so that they can improve customer
satisfaction. This will happen if they will be able to process, provide and release documents at a
shorter period of time. If these services will be provided immediately more citizens will be served
daily and efficiency and productivity among the units of the municipality will be ensured.
Investing on the Management Information System will be a great strategy for the municipality.










Chapter 3

3.1] Information System Vision

The Municipality of Bula envisions its information system as a collaborative, efficient and user-
friendly both for the internal and external members of the LGU.

3.2.] Information System Development Plan

With the identified need for improvement, it is proposed that the municipality use SAP ERP and
E- Government.

List of Applications to be used in the business process
Application Type Description Users Usage Remark
s Departm
ent
No. of
target
users
SAP CRM module
Customer
Relationship
Management

These solutions help organizations manage
three important customer-focused issues:
generating new growth, attaining operational
excellence, and enhancing competitive agility.

MMO
MTO
SB

MMO-
4
MTO-
8
SB-12

Can be
used to
send
Electroni
c
greetings

Stand
alone
SAP FI module
Financial Account
The SAP FI Module has the
capability of meeting all the
accounting and financial needs
of an organization. It is within this
module that Financial Managers
as well as other Managers within
organization can review the
financial position in real time.

All
Departm
ents
38 Can be
used for
real- time
and
integrate
d
recording
Network
link to
all SAP
module
s
except
CRM
SAP HR module:
Human Resources
(Human resource
hirin

Covers Organizational
Management, Personnel
Administration, Recruitment Time
Management, Payroll Benefits
Compensation, Management
Personnel Cost, Planning
Budget, Management Personnel,
Development Training & Event
Management, Travel
Management

MMO
MTO
SB
MMO-
4
MTO-
8
SB-12
Can be
used to
maintain
records
and
processin
g of
payroll
Link to
SAP
treasury
and
SAP FI
SAP TR module:
Treasury


an integrated approach to
provide better management and
control over all the Treasury
related processes like
Strengthen the return of funds &
All
departm
ents
38 Can
facilitate
collection
and
release
Link to
all SAP
module
s
improve cost-saving,Optimize the
working capital & excess cash,
Trust the audit controls and
reduce operational risk etc.In this
page you will get some SAP
Treasury Tutorials and PDF
guides to download.
of
payments
SAP ABAP module
Advanced
Business Application
Programming

ABAP (Advanced Business
Application Programming) is a
programming language for
developing applications for the
SAP R/3 system, a widely-
installed business application
subsystem. The latest version,
ABAP Objects, is object-oriented
programming.
MMO MMO-
1
Used to
support
other
SAP
modules
Stand
alone
SAP BI module
Business
Intelligence

SAP BI is a component of SAP's
NetWeaver called Business
Intelligence. It has a platform and
tool set that provides solutions
that allow companies to have
power over their results. Its
components allow you to make
simulations to predict future
possibilities.
MPDC
MEO
MMO
MPDC
-2
MEO-
1
MMO-
1
Used to
consolida
te data to
make
reports
and
presentat
ions for
analysis
Link to
all SAP
module
s
e-Serbisyo The single entry point which
allows access to government
information and services through
the Internet.
MTO
SB
MMO
MTO-
8
SB-12
MMO-
4
Can be
used by
the
citizens
for them
to get
informed
about the
status of
their
request
and
receive
feedback
from the
municipal
ity.
Link to
SAP
TR,
SAP FI
(but
with
limitatio
ns since
access
to
informat
ion is
only on
their
request
s
eBayad The electronic payment gateway,
allows payment through the
Internet and other electronic
means.
MTO

MTO-
2
Can be
used to
facilitate
speedy
payments
ranging
from
B2B,
Link to
SAP TR
and
SAP FI
B2C,
C2B
transactio
ns
Philippine
Government
Electronic
Procurement
System (PhilGEPS).
The PhilGEPS is the central
portal of all public procurement
activities that provides both
government agencies and
suppliers a more open,
transparent and competitive
environment.
All
departm
ents
38 Can be
helpful in
facilitatin
g
transpare
nt
bidding
and other
transactio
ns
Link to
SAP BI,
SAP
CRM,
and
eBPLS
Electronic Business
Permit and
Licensing System
(eBPLS)
Automates the processing of
business permit application,
assessment, collection and
release and report generation
MTO
MMO
MTO-
8
MMO-
4
For
immediat
e
processin
g and
release
of
business
permits
Link to
SAP
TR.
Electronic Treasury
Operations
Covers all business processes
performed by the Treasury Office
All
departm
38 Can be
used by
Link to
SAP BI,
Management
System (eTOMS)
of an LGU ents treasury
to have
access
on the
budget,
expendit
ures, and
on- going
and
pending
requests
by
internal
and
external
clients.
SAP FI,
SAP
TR,
eBPLS,
PhilGE
PS

Rank of Applications to be used
Application Type Rank Justification
SAP BI module Business
Intelligence

4 It is substantial for decision
making within the
organization.
eBayad 2 Most of the transactions
involve payments and
collections.
ntPhilippine Government
Electronic Procurement
System (PhilGEPS).
5 To create the image of
transparency and trust in the
organization.
Electronic Business Permit
and Licensing System
(eBPLS)
3 It is important to prioritize the
processing of permits since it
is where the LGU gets its
funds.
Electronic Treasury
Operations Management
System (eTOMS)
1 It is beneficial both for the
internal and external clients
adding business and
customer value.















RECOMMENDATIONS

The Electronic Treasury Operations Management is the most useful application that is being
utilized in the organization simply because it benefits not only the members of the institution but
also its clients. With that, the LGU delivers convenience and satisfaction to people, which leads
them to trust the organization.
The ebayad is proposed to be the next priority since this application centers to payments and
collections which are the most important transactions in the organization. Additionally, the
eBPLS must also be prioritized since it relates to the processing of permits where the LGU
generates its funds.
Aside from applications that focus on customer value like Electronic Treasury Operations
Management and eBayad as well as eBPLS which center on the transactions of the
organization, the SAP BI Module must be prioritized subsequently since it is being utilized in the
decision making within the institution. Lastly, the PhilGeps application is important since it
creates an image of trust and transparency in the LGU.