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Roxas City Government

Information Systems Strategic Plan


Version 1.01 January 2013

Nature, Objectives, and Content


The Roxas City Information Systems Strategic Plan (ISSP) is a rolling three-year plan; after each year of
implementation, it shall be revised to add the objectives, activities and targeted outputs for another year. It is
currently focused on the development of revenue-generation applications, specifically for Real Property Tax
Administration and Business Permits Administration.

There are three overarching objectives behind the ISSP. These objectives also serve as principles guiding the
formulation, implementation, monitoring, and assessment of all eGovernance projects emanating from the ISSP.
1. Decentralization and local autonomy – increasing local revenue collection to decrease the City’s
dependence on the Internal Revenue Allocation;
2. Counter-corruption: improving policies, processes, and the use of technology to add transparency
to discretion and power, so that officials and employees are more accountable to the City
Government and to the constituents of the City;
3. Productivity and efficiency – constant review and improvement of services so that the City
Government can do more of the right thing with less.

The Information Systems will be developed internally, and incrementally. The City Government does not have the
resources to outsource systems development. It has people, some software, hardware and connectivity for limited
systems development – and like muscles, these resources can be grown as they are applied in the development of
Information Systems modules. The City Government also intends to have control over all aspects of application
software development and maintenance so that all systems can be customized to meet unique requirements based
on continuously-improved services and processes.

This ISSP also provides for building up the City’s capacity for systems development. It contains elements for
developing the City’s ICT project managers, systems analysts, programmers, technicians, GIS operators, and
support staff. It also contains plans for establishing and building up, over time, the platform for systems
development.

Offices Involved
The City of Roxas is a component City of the Province of Capiz. Thus the ISSP, in gross description of the
information systems to be developed, takes note of the need to compute shares of Real Property Taxes with the
Province.

The Offices directly involved in this Information Systems Strategic Plan are the City Treasurer’s Office, the City
Assessor’s Office, the Office of the City Mayor, and a proposed ICT Section under the Office of the Mayor. The
role of the City Planning and Development Office, where the GIS Unit is based, is also discussed here.

Summary List of eGovernance Applications


These considerations lead to the adoption of a strategy to develop information systems in-house, and incremental.
The City would prioritize specific services and processes to be enhanced with the use of Information and
Communication Technology, at the same time that it will build its capability to design, develop, and deploy
information systems. Because of the emphasis on increasing revenues, the first functions to be computerized will
be those that relate to the two highest sources of local incomes – Real Property Taxes, and Business Permits:

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Roxas City Government
Information Systems Strategic Plan
Version 1.01 January 2013

MAJOR CRITICAL INTENDED


FUNCTIONS MANAGEMENT/OPERATIN PROBLEMS USE
G/ OF ICT
BUSINESS SYTEMS
Real Property Tax Recording of payments Manual recording Point-of-payment
Administration of payments makes recording,
it difficult to select automated
properties with issuance of
delinquencies. Official Receipts.
Issuance of tax bills Manual printing of Automated
tax bills is prone to assessment and
errors, and takes a printing of tax
long time. bills.
Tax map maintenance Correlation of GIS for
parcel maps with maintenance of
Tax Declarations is parcel maps,
not assured. generation and
resolution of
Exception
Reports.
Regular transactions Reflection of Real-time
transactions in updating of
hardcopy records records in the
takes a long time, context of regular
much effort, and transactions such
can result in errors. as consolidation,
subdivision,
change of
ownership, etc.
General Revision Application of the Automated
new Schedule of generation of new
Fair Market Values TDs.
on FAASes
requires much
resources,
manpower, and
time.
Business Permits Recording of payments Payments are not Real-time, point-
Administration recorded real-time. of-payment
It takes some time recording,
to identify business automated
establishments with issuance of
delinquencies. Official Receipts.

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Roxas City Government
Information Systems Strategic Plan
Version 1.01 January 2013

MAJOR CRITICAL INTENDED


FUNCTIONS MANAGEMENT/OPERATIN PROBLEMS USE
G/ OF ICT
BUSINESS SYTEMS
Business Permit Renewal Renewal of One-stop-shop
business permits renewal of
takes longer than business permits.
the 20 days
provided every
January.
Issuance of New Business Regulatory One-stop issuance
Permit requirements and of new business
inspections for permits.
issuance of new
business permits
takes a long time.
Regular transactions Manual recording Real-time
of regular recording of
transactions regular
requires a lot of transactions such
time. as change of
address, change of
ownership,
addition of
business activities,
etc.

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Roxas City Government
Information Systems Strategic Plan
Version 1.01 January 2013

Illustration and Gross Description of Databases


In developing these Information Systems and modules, important and strategic databases will be designed,
implemented, built up, tested, and maintained. The term “database” is used here to mean a set of related data that
can be linked and processed to produce meaningful information. It is envisioned that these databases will have
geographical, multimedia, and other types of data as contents.

Database Database Database


of Land of Building of
Properties and Businesses
Machinery

Database Database
of Real of Business
Property Owners
Owners

Database of Database of Database of Database of


Real Property Real Property Business Business
Assessments Tax Payments Permit Permit
Assessments Payments

Schematic Diagram of Databases Involved

Description of eGovernance Projects


NAME/TITLE OF RPT Payments Module
eGovernance
ROJECT
BRIEF DESCRIPTION Development of a module to record payments for real property taxes.
The module will accept and record information provided by human
operators at first, such as amount to be paid, type of payment made
(current taxes, penalty, delinquency, etc), mode of payment (quarterly,
semestral, or annual), any incentives or discounts.

After the RPT Transactions and Billing Modules have been put in
place, this Module will be revised to accept input information such as
amount to be paid, mode of payment, payment type, etc from these
other modules.
STATUS Ongoing

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Roxas City Government
Information Systems Strategic Plan
Version 1.01 January 2013

INFORMATION This is a module of the Real Property Tax Information System


SYSTEMS COVERED
Development Strategy In-house

NAME/TITLE OF ICT Parcel Maps Digitization and Maintenance


PROJECT
BRIEF DESCRIPTION Conversion of section maps into digital form, making a parcel fabric,
and routine maintenance of the digital parcel files.
STATUS Conversion has been mostly completed. The emergent issue is the
discovery that many subdivisions have not been reflected on the
working maps and the Tax Map Control Rolls, which necessitates
finding these subdivision maps, digitizing them, and incorporating
these into the parcel fabric.

Simultaneously, a system for regular maintenance has to be put in


place.
INFORMATION The RPTIS Module for Regular Transactions, especially those that
SYSTEMS COVERED affect map maintenance, subdivision and consolidation.
Development Strategy Initial conversion was done with the help of another LGU, which
made available its large-format scanner. Morphing, re-sizing, and
transformation was done, and will continue to be done, by a GIS
operator in the Planning Office.

NAME/TITLE OF ICT Generation and Resolution of Exception Reports


PROJECT
BRIEF DESCRIPTION By linking the parcel files and Tax Declarations for land, Exception
Reports can be generated by the GIS operator – 1) Parcels without Tax
Declarations; 2) Parcels with more than one Tax Declaration; and 3)
Tax Declarations that can’t be linked to any parcel.

The Assessor’s Office then conducts research and takes appropriate


action to correct these exception items. A second round of Exception
Report generation confirms improvements in the correlation between
TDs and parcels.
STATUS Ongoing. However, there is still no formal mechanism for monitoring
and assessing the resolution of Exception Reports.
INFORMATION This is a transition project, intended to improve the reliability of
SYSTEMS COVERED records. It may not be needed once the correspondence between the
database of TDs and parcel files has been established.
Development Strategy In-house

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Roxas City Government
Information Systems Strategic Plan
Version 1.01 January 2013

NAME/TITLE OF ICT Tax Bills Generation Module (RPT)


PROJECT
BRIEF DESCRIPTION Tax Bills for Real Property Taxes will be generated through this
module. The Tax Bills will include current taxes due (to quarter,
semester, or year), delinquencies, and penalties. It will also factor in
discounts for early payments or any other incentives to be provided by
the City Government.
STATUS To be designed.
INFORMATION RPTIS
SYSTEMS COVERED
Development Strategy In-house

NAME/TITLE OF ICT Daily Transactions Module (RPT)


PROJECT
BRIEF DESCRIPTION Key data retrieval, capture, computation, and printing activities will be
improved using this module, for such transactions as new discovery,
change in appraisal and/or assessment, subdivision, consolidation,
change of owner, etc.

The module will also accept and record decisions that will still be
made by human operators, such as negotiated payments or payments
made with promissory notes.
STATUS To be designed.
INFORMATION RPTIS
SYSTEMS COVERED
Development Strategy In-house

NAME/TITLE OF ICT General Revision Module


PROJECT
BRIEF DESCRIPTION New Tax Declarations will be generated using this module, for a
General Revision. It will use data from FAASes of existing real
property records, and the new schedule of fair market values.
STATUS To be designed.
INFORMATION RPTIS
SYSTEMS COVERED
Development Strategy In-house

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Roxas City Government
Information Systems Strategic Plan
Version 1.01 January 2013

NAME/TITLE OF ICT Business Permits Renewal


PROJECT
BRIEF DESCRIPTION This module will be used to record and print Renewals of Business
Permits. It will accept human inputs regarding regulatory requirements
and payments.

Although it will be designed to support BOSS operations on January


1-20, this module will also be used throughout the year for late
renewals.
STATUS To be designed.
INFORMATION BPLIS
SYSTEMS COVERED
Development Strategy In-house

NAME/TITLE OF ICT Business Permits Issuance


PROJECT
BRIEF DESCRIPTION This module will be used to record and print New Business Permits. It
will accept human inputs regarding regulatory requirements and
payments.

After Transactional modules for these regulatory offices have been


installed, this module will accept inputs from those other modules
directly (e.g., whether a Sanitary Permit has been issued).
STATUS To be designed.
INFORMATION BPLIS
SYSTEMS COVERED
Development Strategy In-house

NAME/TITLE OF ICT Regular Transactions (Business Permits)


PROJECT
BRIEF DESCRIPTION This module will be used to enhance data retrieval, capture,
computations and printing activities related to regular Business
Permits-related transactions, such as change of address, change of
owner, additional business activity, etc.
STATUS To be designed.
INFORMATION BPLIS
SYSTEMS COVERED
Development Strategy In-house

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Roxas City Government
Information Systems Strategic Plan
Version 1.01 January 2013

Significance and Stake-holding for Planned Information Systems


LINKAGES
NAME IMPACT INTERNAL EXTERNAL
OF STRATEGIC
INFORMATI THRUSTS BENEFITS OWNER USER/S USER/S
ON SYSTEM AND
PROGRAMS
ADDRESSED
RPTIS Local Revenue Increased Appraisal Appraisal Real Property
Collection, less collection from a Division, Division, Owners.
dependence on wider tax bases, Tax Map Tax Map
IRA. not from a higher Maintenanc Maintena
tax rate. e Division, nce
Assessor’s Division,
Improved fairness Office. Assessor’
in assessment, s Office.
increased accuracy Land Tax
in computations. Division, Land Tax
CTO. Division,
CTO.

GIS
Operator
at CPDO.

Cashiers
at CTO
Land Tax
Division.
BPLIS Local Revenue Increased BPLO, CTO Cash Business
Collection, less collection from Office of Division. Owners.
dependence on more complying the Mayor.
IRA. business BPLO,
establishments, not Office of
from a higher tax the
rate. Mayor.

Improved fairness
in assessment,
increased accuracy
in computations.

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Roxas City Government
Information Systems Strategic Plan
Version 1.01 January 2013

Network Layout
Systems
RPTIS BPLIS RPTIS and Administrator’s
Data Server Data BPLIS Workstation
Server Application
Server

Programmer’s
Workstation
Appraisal Tax Map Database
Division Maintenance Buildup
Workstation Workstation Workstations
Programmer’s
Workstation
Database
GIS Operator’s Buildup
Workstation Workstations

Cashier – Point of
Payment
Database
Buildup
Workstations

RPT Tax Bills Business Permit Tax


Printing Bills Printing

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Roxas City Government
Information Systems Strategic Plan
Version 1.01 January 2013

ICT Solutions of the Information Systems


NAME OF ICT SOLUTIONS
INFORMATION EXISTING PROPOSED
SYSTEMS
RPTIS GIS –
maintenance
of parcel
files.
BPLIS None GIS – location of business establishments.

ICT Strategy for Public Access


Because the first two years of the three-year ISSP will be spent on database build-up and development of the major
Information Systems modules, provision of information to the general public will be done only on the third year.
Information will be made available to the public, specifically to each Real Property Owner and to each Business
Establishment Owner, through the Internet. When they go online they will be able to view records of their own
assessments and payments. To implement this strategy, the only requirements will be an Internet Server, a full-time
connection to the Internet, and the licensed operating systems for serving data over the internet.
NUMBER OF UNITS
ITEM EXISTING PROPOSED ACQUISITION
2013 2014 2015 TOTAL
Internet Server None 1 1
Leased line for 24 X 7 Internet 1 1
connection
VB.Net 1 1

Personnel and Organizational Requirements


The following positions are proposed for an ICT Unit within the Mayor’s Office. It can be filled by existing
personnel who are members of the current eGovernance project team, such as the Programmers and the GIS
Operator. If this is done, the personnel concerned will have to transfer to the new Unit.
PLANTILLA EMPLOYMENT PLACE NO. OF POSITIONS4
POSITIONS STATUS OF EXISTING PROPOSED
ASSIGN FILLED-UP UNFILLED FUNCTIONS AND
MENT ICT NON- IC NON- SERVICES
ICT T ICT
Programmer III, All positions are ICT All of these positions are Lead Programmer
SG 15 (2 proposed for Section proposed. They currently
Positions) regular status. in the do not exist. The second position
Office of will be for the GIS
the Operator.
Programmer II, Mayor Programmer, new
SG 13 systems
Programmer I, Programmer,
SG 11 maintenance of
existing systems

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Roxas City Government
Information Systems Strategic Plan
Version 1.01 January 2013

Systems Analyst Head of the ICT


III, SG 15 Section, Senior
Systems Analyst
Systems Analyst Systems Analyst
II, SG 13
Computer Responsible for
Maintenance network maintenance
Technician III, and repair.
SG 15

Implementation Plan for Establishing the ICT Section of the Office of the Mayor
This Implementation Plan forms the road map for establishing the ICT Unit as an organic section, with regular
positions, within the Office of the Mayor.
Activity Actor Inclusive Dates
Establish the Functional Structure City Administrator January 2013
Establish the Organizational Structure City Administrator January 2013
Establish Job Descriptions City Administrator January 2013
Establish plantilla positions and budgetary City Administrator January 2013
requirement
Adopt Ordinance establishing the ICT City Council February 2013
Section, and providing funds
Secure DBM approval of the Ordinance City Administrator January 2014
Integrate positions in the plantilla and in the City Administrator January 2014
budget for 2014
Declare the positions vacant City Mayor January 2014
Accept applications HRDO January 2014
Assist the Mayor in evaluating applicants PSB February 2014
Select and appoint qualified applicants City Mayor February 2014
Secure civil service action on appointments HRDO March 2014
Orient newly hired employees. HRDO and City April 2014
Administrator

Capacity Building for eGovernance Personnel


The following educational activities are recommended to provide minimum and intermediate systems development,
GIS, and network administration knowledge and skills to City Government employees who are currently involved
in the project, or who are expected to be involved in future eGovernance projects. Courses marked with asterisks
will be open to officials and employees who need to appreciate the subject matter, even if they do not have to be
technically proficient.
CLASSIFICATION TITLE/ DESCRIPTION 2013 2014 2015
Programming courses SQL Database management 1 1 1
Visual Basic.Net Programming 1 2
Java Programming 1
Systems Analysis Intermediate courses in systems 2* 2*
design, writing the Software
Requirements Specification
Database Administration 2 2

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Roxas City Government
Information Systems Strategic Plan
Version 1.01 January 2013

eGovernance Project Introductory and intermediate 2* 2*


Management courses in Making and Writing
Business Cases for ICT Projects
Information Systems Project 2* 2*
Management
Network Initialization and diagnostics for 1 2 2
Administration servers and LANs
Preparing for Internet Data 1 2
Serving
GIS Operations Fundamentals 1*
Spatial Analysis, Data Creation, 2* 3*
Data Conversion
Data Distribution 2 3

Budget Estimates for Implementing the ISSP


The following are very rough and liberal estimates for implementing the ISSP.
BUDGET ITEM/ FINANCIAL REQUIREMENTS (IN
ACCOUNT1 PESOS)2
2013 2014 2015
PS – for 2013 salaries and wages for 1 Lead Approxima
Programmer and 2 Programmers, 1 GIS Operator. tely
Budgets are currently in place with their respective _______
Departments. per month.

PS – for 2014, current personnel will be augmented _______


with Technicians for Network Administration, to be per month
engaged as casual employees under the Office of the
Mayor. This is expected to cost an additional
20,000.00 a month.
By 2015 the regular positions for the ICT Unit will ________
have been put in place. per month
Capital Outlay – acquisition of hardware and _________ _________ _________
software (refer to earlier tables detailing items to be
purchased according to three-year schedule)
MOOE – including supplies and materials, cost of _________ _________ _________
training.

*End of ISSP version 1.01 January 2013.

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