DICTM AOM 20091.doc

Administrative and Operations Manual

DIRECTORATE FOR INFORMATION AND COMMUNICATIONS TECHNOLOGY MANAGEMENT



I. ADMINISTRATIVE

A. BACKGROUND

1. Introduction

Gone were the days when it was wise to take things at slow pace to make obstinate marks for growth and development. We are in a world of continuous change where we are prompted to look beyond the future, now. “We owe it “or “we blame it” to the fast transformation of information technology (IT) that now dictates an e-global (electronic global) way of life.

Precisely, this IT has to improve the quality of public service that the Philippine National Police (PNP) mulls about. Within the mandate of the law and concurrent to the government’s national transformation program, the PNP has identified the need to an organized information gathering and storage system that can help decision-makers in the PNP assess the different strategies, with geographic, socioeconomic and socio demographic factors coming less into play.

This need for modern technological advancement has prompted the PNP to opt for on IT reengineering strategy which would necessitate for the integration of the two existing major technologies available in the PNP which are being managed separately by the Information Technology Management System (ITMS) and the Communications and Electronics Service (CES). The system would provide the PNP an unhampered real-time connectivity to all its police stations nationwide through Internet Service Providers (ISPs) and utilities which means less paper works, fast and real-time accessibility, more accurate data and information sharing and on-line transmission.

Meanwhile, the fusion of the existing Information Technology Management and Communications and Electronics Service into an integrated Information and Communications Technology Management shall pave the way for the reengineering of a PNP IT infrastructure, necessitating the birth of a new directorate which would carry the mandate, embody the aspiration and manage the assimilation of technologies in its directional capacity and as the one policy-making body pertaining to all ICTs of the PNP. It is along this pursuit that the Directorate for Information and Communications Technology Management (DICTM) was activated on April 1, 2009 through GO DPL-09-08.



2. Conceptualization of DICTM

Through Executive Order Nr. 269 on January 12, 2004, the Philippine Government Commission of Information and Communications Technology (CICT) was created to develop, promote and advance Information and Communications Technology as a prerequisite for the continued growth of the economy, competitiveness of local firm/industry using ICT, and achievement of national development goals by providing legal, policy and institutional development in this field.

Parallel to the creation of the CICT and to be able to assimilate the information and telecommunications system of the PNP, the Revised Reorganization Plan of the PNP was adopted on August 21, 2008 through NAPOLCOM Resolution No. 2008-447.

On March 2, 2009, Her Excellency President Gloria Macapagal Arroyo approved the proposal of the Chief PNP Police Director General Jesus Ame Verzosa for the creation of the Directorate for Information and Communications Technology Management (DICTM).

On April 1, 2009, the Directorate for Information and Communications Technology Management (DICTM) was officially activated through General Order Number DPL-09-08 with Police Director (Atty) Magtanggol B. Gatdula as its first director.

B. MISSION, VISION AND FUNCTIONS OF THE DICTM

1. Vision

The Directorate for Information and Communications Technology Management (DICTM) envisions an integrated Information Systems that converge with data communications infrastructure for the PNP to provide effective and efficient innovative police services to the people by creating environment that promotes and advances ICT development.

2. Mission

The Directorate for Information and Communications Technology Management (DICTM) shall assist the Chief, PNP in policy formulation and managing information, electronics and communications technology resources to promote, develop, and regulate integrated and strategic ICT systems, and reliable and efficient communications infrastructure in support to the PNP mission.



3. Powers and Functions

a. Formulates and recommends policies, plans and programs on Information Systems, networks, electronics and communications technology resources of the PNP. This includes the inter-operability, integration, standardization, acquisition, utilization, development and maintenance of all ICT assets.

b. Designs, implements and reviews policies and plans for the integration of all the existing information and communication systems of the PNP.

c. Formulates, reviews and updates the PNP Information Systems Strategic Plan and Telecommunications Systems Strategic Plan.

d. Conducts ICT standardization, and research and development.

e. Designs and develops personnel ICT capability enhancement programs through educations and training.

f. Formulates and recommends digital Information Security policies for the protection of digital Information and ICT-related intellectual property of the PNP.

g. Manages the radio frequency spectrum allocated to the PNP.h. Administers and enforces all policies, guidelines, standards,

rules and regulations concerning ICT in the PNP.i. Promotes strategic partnership and cooperation with other

government and non-government agencies, and foreign organizations on ICT matters such as R&D, education and training, technology updates, supports and law enforcement.

j. Performs such other powers and functions proper to its mandate or as directed by the C, PNP.



C. ORGANIZATION STRUCTURE

Acronyms:

DICTM – Directorate for Information and Communications Technology Mgmt TDICTM – The Director for Information and Communications Technology Mgmt DDICTM – Deputy Director for Information and Communications Technology Mgmt EX-O – Executive Officer

ICTPPD – ICT Plans and Programs Division SIMD – Systems Integration and Management Division RDD – Research and Development Division ITMS – Information Technology Management Service CES – Communications and Electronics Service RICTOs – Regional

DICTM TDICTM DDICTM EX-O

Policies and Plans SectionProgram Management

SectionMonitoring and Evaluation

Section

Information Systems Integration and Management Section

Communications & Electronics System Section

ITMS CES

Personnel Officer Administrative Officer Budget and Fiscal Officer

ICT Research and Development Section

Education and Training Program Section

ICTPPD (ICT Plans & Programs

Division)

SIMD (Systems Integration and Mgmt. Division)

RDD (Research and

Development Division)

RICTOs



Information and Communications Technology Offices

1. Manning Chart

Legend:

A/B C

(OFFICE)

A.(D)

A – Police Commissioned Officers (PCOs)B – Police Non-commissioned Officers (PNCOs)C – Non-uniformed Personnel (NUPs)D – Total Number of Personnel

2/2 1

51

4

3

1

1

1

1

43

65

5

1

32

63

6

1

43

53

54

7

2/1

1/1

1/2

1/2

2/1

2/1

2/1

3/1

2/1

2/1

1/1

1/1

2/1

Budget & Fiscal Officer1 1



2. Personnel Distribution Recapitulation

PCOs PNCOs NUPs

PDIR 1 SPO4 1 SG25 0 SG15 4 SG8 4

PCSUPT 1 SPO3 4 SG24 0 SG14 2 SG7 0

PSSUPT 4 SPO2 2 SG22 0 SG13 0 SG6 6

PSUPT 5 SPO1 8 SG19 0 SG12 0 SG4 0

PCINSP 4 PO3 2 SG18 3 SG11 6 SG3 1

PSINSP 9 PO2 0 SG17 0 SG10 1 SG2 0

PINSP 0 PO1 0 SG16 0 SG9 3 SG1 1

TOTAL 24 17 3 16 12

GRAND TOTAL = 72

D. OFFICES FUNCTIONS AND JOB DESCRIPTIONS

1. OFFICE OF THE DIRECTOR FOR INFORMATION AND COMMUNICATIONS TECHNOLOGY MANAGEMENT

1.1 The Director for Information and Communications Technology Management

1.1.1 Assists and advises the Chief, PNP in the areas of policy formulation and management for the integration, application and development of Information and Communications Technology in the organization.

1 .1.2 Provides direction and control of all human, logistical and financial resources of the directorate to attain its mission and perform its functions.

1.1.3 Directs and supervises projects and activities of the directorate for ICT Management.

1.1.4 Perform other duties as directed by the C, PNP.



1.2 The Deputy Director for Information and Communications Technology Management

1.2.1 Assists The Director for ICT Management in carrying out his functions.

1.2.2 Represents TDICTM in official conferences, engagement activities when the Director is not available.

1.2.3 Acts as Acting Director in the absence of TDICTM.1.2.4 Performs other duties as the TDICTM may direct.

1.3 The Executive Officer

1.3.1 Provides policy direction and guidance to the divisions for the attainment of the mission and objectives of the directorate.

1.3.2 Closely supervises the implementation of various policy, plans, programs, projects and activities of the directorate.1.3.3 Supervises the administration and operational functions of the

directorate such as personnel, logistical and financial managements of the directorate.

1.3.4 Reviews all outputs of the divisions before endorsing it to the Deputy Director, DICTM.

1.3.5 Performs other duties as directed by TDICTM.

1.4 Administrative Officer (ADMO)

1.4.1 Directs, controls, plans, coordinates and supervises all administrative activities of the Administrative Office.

1.4.2 Ensures the proper administration of personnel, equipment of the Service.

1.4.3 Formulates plans and policies for the efficiency of the function of the Office.

1.4.4 Monitors the performance evaluation/assessment, personnel evaluation and promotion, evaluation of jobs for guidance and assignment of all organic personnel.

1.4.5 Reviews ways to re-evaluate and develop more productive office procedures and systems.

1.4.6 Performs other duties as may be directed by the TDICTM.

1.5 Personnel Officer

1.5.1 Directs, coordinates and monitor personnel activities/projects designed to attain the greatest degree of personnel effectiveness.



1.5.2 Reviews statement of service records, certification for approval of immediate supervisor.

1.5.3 Prepares and updates the directorate’s Qualifications Standard.1.5.4 Prepares the assessment proposals of candidates for promotion.1.5.5 Monitors and supervises the preparation of action on

appointments, transfer, resignation, reinstatement, salary adjustment attendance and other matters pertaining to personnel services for approval of TDICTM.

1.5.6 Prepares communications on personnel matters.1.5.7 Performs other duties as may be directed TDICTM.

1.6 Budget and Fiscal Officer

1.6.1 Prepares Operations Plans and Budget as budget estimates in accordance with the approved guidelines and priorities including supporting justifications.

1.6.2 Assists management in the presentation and justification of budget estimates to higher headquarters.

1.6.3 Re-aligns expenditures according to program and projects based on approved appropriations.

1.6.4 Prepares Program Review and Analysis for the effective use of budget.

1.6.5 Acts as Liaison Officer in the follow-up and submission of budgetary requests.

1.6.6 Performs other duties as may be directed by TDICTM.

2. DIVISIONS

2.1Plans and Programs Division

2.1.1 Set policy agenda on ICT promotion and development.2.1.2 Formulates, supervise and reviews the implementation of

programs in consonance with the PNP thrust on ICT development based on the PNP ISSP, and existing ICT development policies.

2.1.3 Prepares policies and plans in consonance with the PNP ICT thrust in line with the Mission, Vision and Functions of the directorate;

2.1.4 Develops policies and plans for the acquisition, development, maintenance and administration of PNP-wide computer networks;

2.1.5 Prepares annual ICT development plan for the PNP based on the PNP Information Systems Strategic Plan (ISSP).

2.1.6 Develops and recommends tactical and strategic plans aligned to the PNP Information Systems Strategic Plan (ISSP).



2.1.7 Reviews and updates existing PNP Information System Strategic

Plan (ISSP).2.1.8 Develops and updates PNP Telecommunication Systems Strategic

Plan and integrate it to the PNP ISSP.2.1.9 Formulate, implements and reviews policies and guidelines on

Information Security and Cybercrime law enforcement.2.1.10 Coordinates with other government, non-government and foreign

organizations on ICT matters.2.1.11 Reviews and updates existing ICT policies and guidelines of the

PNP as necessary.2.1.12 Supervises the ITMS and CES in implementing Information and

Communication Technology (ICT) projects.2.1.13 Performs other tasks as directed by TDICTM.

2.2 Chief, Plans and Programs Division

2.2.1 Supervises and monitors the direction and execution DICTM Plans and Programs.

2.2.2 Communicates regularly to DICTM through the Executive Officer the progress and status plans and programs.

2.2.3 Establishes and maintains adequate records of administrative resources and standards of the PNP to provide inputs for future planning and analyzes.

2.2.4 Keep TDICTM fully informed on all significant matters, deviations from target output and problems, and recommends solutions/actions leading to the improvement of administration and operations of the directorate.

2.2.5 Performs other functions as may be directed by DICTM.

2.3 Assistant Chief, Plans and Programs Division

2.3.1 Assists the Chief, Plans and Programs Division in the direction and supervision of the division

2.3.2 Analyses and evaluates reports to be submitted to higher authority.2.3.3 Assists in monitoring the execution of the Plans and Programs on

ICT.2.3.4 Reviews the annual ICT development plan for the PNP.2.3.5 Assists in undertaking studies on the development and implementation of

special ICT projects.2.3.6 Performs other related functions as directed by TDICTM.

2.4 Policies and Plans Section



2.4.1 Reviews and updates existing ICT policies and plans of the PNP.2.4.2 Formulates policies in support to PNP thrust on ICT development

based on the PNP ISSP.2.4.3 Reviews and updates existing PNP Information System Strategic

Plan (ISSP).2.4.4 Develops and updates PNP Telecommunication Systems

Strategic Plan and integrate it to the PNP ISSP.2.4.5 Formulate, implements and reviews policies and guidelines on

Information Security and Cybercrime law enforcement.2.4.6 Performs other related functions as directed by the DICTM.

2.5 Program Management Section

2.5.1 Formulates, implements and evaluates programs on ICT of the PNP.

2.5.2 Reviews and updates existing programs of the PNP on ICT.2.5.3 Formulates, supervise and reviews the implementation of

programs in consonance with the PNP thrust on ICT development based on the PNP ISSP and existing ICT development policies.

2.5.4 Coordinates with other government, non-government and foreign organizations on ICT matters.

2.5.5 Supervises the ITMS and CES in implementing Information and Communication Technology (ICT) projects and activities.

2.5.6 Performs other related functions as directed by the DICTM.

2.6 Monitoring and Evaluation Section

2.6.1 Formulates, implements and evaluates plans for monitoring and evaluation of different ICT projects of the PNP.

2.6.2 Formulates programs and activities in consonance to the conduct of monitoring and evaluation of ICT projects.

2.6.3 Submits reports the output of monitoring and evaluation of ICT projects.


2.7 Organizational Structure

Asst Chief, Plans and Programs

Chief, Plans and Programs Division



2.8 Systems Integration and Management Division

2.8.1 Set policy agenda on Systems Integration for policy formulation, implementation and evaluation.

2.8.2 Formulates, supervises and evaluates the implementation of plans and programs on Information Systems integration and management.

2.8.3 Formulates, supervises and evaluates the implementation of plans and programs for standardization of Information System and Telecommunications codes, variables and parameters.

2.8.4 Formulates plans and policies for the integration of PNP-wide communications system.

2.8.5 Formulates, supervises and evaluates the implementation of plans and programs for telecommunications and electoronics projects and activities.

2.8.6 Manages the radio frequency spectrum allocated to the PNP.2.8.7 Performs other tasks as directed by TDICTM.

2.9 Chief, Systems Integration and Management Division

2.9.1 Supervises and monitors the direction and execution DICTM Plans and Programs on integration and management of Information System and Telecomunications.

2.9.2 Communicates regularly to DICTM through the Executive Officer the progress and status plans and programs on system integration and management.

2.9.3 Supervises and monitors the direction and execution DICTM Plans and Programs on standardization of codes, variable and parameters for integration and management of Information System and Telecomunications.

2.9.4 Performs other functions as may be directed by DICTM.

3. Assistant Chief, Systems Integration and Management Division

3.0.1 Assists the Chief, Systems Integration and Management Division in the direction and supervision of the division.

Policies and PlansSection

Monitoring and Evaluation Section

Program Management



3.0.2 Analyses and evaluates reports to be submitted to higher authority pertaining to systems integration and management.

3.0.3 Assists in monitoring the execution of the projects on system integration and management, and integration of telecommunications and electronics system.

3.0.4 Performs other related functions as directed by TDICTM.

3.1 Information System Integration and Management Section

3.1.1 Formulates, supervises and evaluate the implementation of Information Systems integration and management plans and programs.

3.1.1 Formulates, supervises and evaluates the implementation of plans and programs for standardization of Information System and Telecommunications codes, variables and parameters.


3.2 Communications and Electronics System Section

3.2.1 Formulates, supervises and evaluates the implementation of plans and programs for telecommunications and electronics projects and activities.

3.2.2 Reviews and updates existing programs on development of telecommunications and electronics.

3.2.3 Formulates, supervises and evaluates the implementation of programs and plans to support effective use of telecommunications and electronics system.

3.2.4 Formulates plans and policies for the integration of PNP-wide communications system.

3.2.5 Manages the radio frequency spectrum allocated to the PNP.3.2.6 Formulates, supervises and evaluates the implementation of

plans for integrated telecommunications system of the PNP.3.2.7 Performs other related functions as directed by the DICTM.


Asst Chief, SIMD

Chief, Systems Integration and Mgmt



3.4 Research and Development Division

3.4.1 Set agenda for research on Information and Communications Technology for the PNP.

3.4.2 Formulates, supervises and evaluates the implementation of plans and programs on ICT standardization of codes, variables and parameters.

3.4.3 Formulates, supervises and evaluates the implementation of research-related projects and activities in support to the formulation, review and updates of the PNP Information Systems Strategic Pland and Telecommunication Systems Strategic Plan.

3.4.4 Formulates, supervises and evaluates the implementation of plans and programs for standardization of Information Systems and Telecommunications codes, variables and parameters.

3.4.5 Conduct research and development on latest Information and Communications Technology products and services.

3.4.6 Reviews, evaluates and recommends approval of data and communications system design and integration for the PNP.

3.4.7 Formulate, supervises and evaluates the implementation of plans and programs for ICT education and training.

3.4.8 Conducts literacy and awareness programs on latest ICT products and services that are applicable to the PNP.

3.4.9 Maintains library of references on ICT standardization.3.4.10 Performs other tasks as directed by TDICTM.

3.5 Chief, Research and Development Division

3.5.1 Supervises and monitors the direction and execution DICTM Plans and Programs on for research on latest ICT products and services.

3.5.2 Communicates regularly to DICTM through the Executive Officer the progress and status of research projects and activities.

Information SystemsIntegration and Mgmt

Section

Communications and Electronics System



3.5.3 Supervises and monitors the direction and execution DICTM Plans and Programs on standardization of codes, variable and parameters of Information Systems and Telecommunications Systems.

3.5.4 Supervises and directs the setting of agenda and conduct of research and development.

3.5.5 Supervise and directs the conduct of research for formulation and updates of the Information Systems Strategic Plan and Telecommunication Systems Strategic Plan.

3.5.6 Performs other functions as may be directed by DICTM.3.6 Assistant Chief, Research and Development Division

3.6.1 Assists the Chief, Research and Development Division in the direction and supervision of the division.

3.6.2 Analyses and evaluates reports to be submitted to higher authority pertaining to ICT research and development.

3.6.3 Assists in monitoring the execution of the projects on research and development, and standardization.

3.6.4 Performs other related functions as directed by TDICTM.

3.7 ICT Research and Development Section

3.7.1 Sets agenda for the conduct of research and development on latest ICT products and services that are applicable and advantageous to the PNP.

3.7.2 Formulates, supervises and evaluate the implementation plans and programs for standardization of codes, variables and parameters on ICT.

3.7.3 Formulates, supervises and evaluates the implementation of plans and programs for standardization of Information Systems codes, variables and parameters for Information Systems and Telecommunication Systems.

3.7.4 Formulates, supervises and evaluates the implementation of research-related projects and activities for the formulation, review and updates of the PNP ISSP and Telecommunication Systems Strategic Plan


3.8 Education and Training Program Section



3.8.1 Formulate, supervises and review the implementation of ICT-related enhancement courses of the PNP.

3.8.2 Undertakes research on ICT trends and updates applicable to the PNP to revise and supplement education and training program on ICT.

3.8.3 Develops and revises education and training methods, procedures and standards to complement and adapt to the continuing changes of technological demand of the organization.

3.8.4 Incorporates Police Education and Value Orientation Programs of the PNP in ICT educations and training.



ICT Research and Development Section

Education and Training Program Section

Asst Chief, Research and Development

Chief, Research and Development



II. OPERATIONS

1. ADMINSTRATIVE OFFICE

1.1. Certification

TITLE Procedure No. No. of PagesCertification 1.1 3

INTERFACES DICTM Admin Office and Personnel

1.1.1. OBJECTIVE

Prescribing the guidelines and procedures in the issuance of Certificate of Duty Status.

1.1.2. REFERENCE

1.1.3. DEFINITION OF TERMS

1.1.3.1. Certification – the act of certifying a person, thing or document; or state of being certified. Certification maybe valid for a certain period of time or lifetime.

1.1.4. REQUIREMENTS

1.1.4.1. For Processing of Claims1.1.4.2 Implementing Order like RCA Order, Long Pay Order and the

likes.1.1.4.3 For Loan Purposes1.1.4.4 Filled out Loan Form from Lending Investor1.1.4.5 Latest Photocopy of Pay slip1.1.4.6 Others Client Purpose



1.1.5. FLOWCHART

1.1.6. NARRATIVE

1.1.6.1. The Client will submit the required documents to the Administrative Office.

1.1.6.2. The Personel PNCO will evaluate the submitted requirements and prepare the Certificate of Duty Status.

1.1.6.3. The Personnel Officer will verify the documents and sign to certificate.

1.1.6.4. The Administrative Officer will sign the Certificate of Duty Status.

Submission of requirements to Admin

Office

Evaluation of the requirements &

preparation of the certificate.

Verification of the Certification

Notation of the Certification

Releasing of Certificate of Duty Status

END

START



1.1.6.5. Admin Office will release/issue the certification.

1.1.7. SERVICE STANDARD

Transaction Type Turn Around TimeAverage Transaction

TimeSubmission of RequirementsEvaluation of the Requirements 2 hoursVerification of the Requirements 1 hourNotation of Admin Officer 30 mins

Total Average Transaction Time3 hours and

30 mins

1.2. Commutation Order

TITLE Procedure No. No. of PagesCommutation Order 1.2 3


1.2.1. OBJECTIVE

Prescribing the guidelines and procedures in the applications of issuance of Commutation Order.

1.2.2. REFERENCES

1.2.2.1. Section 39 of RA 6975, An Act Establishing The Philippine National Police Under A Reorganized Department Of The Interior And Local Government, And For Other Purposes.


1.2.3.1. Commutation Order ~ is an order that certifies the unused leave credits of the personnel.

1.2.4. REQUIREMENTS



1.2.4.1. Unit Endorsement1.2.4.2. Retirement Orders1.2.4.3. Updated Leave Credits from RMD, DPRM1.2.4.4. Updated Service Record1.2.4.5. Latest Promotion Order

1.2.5. FLOWCHART

1.2.6. NARRATIVE

1.2.6.1. The Client will submit two copies of the requirements to Administrative Office.

1.2.6.2. The Personnel PNCO will evaluate the submitted requirements and prepare the Unit Endorsement.

1.2.6.3. The Personnel Officer will verify the documents.


Office

Verification of the requirements

Countersignature of the Administrative Officer

END

START


Evaluation of the requirements & preparation

of the endorsement(Personnel PNCO) Endorsement of the

Director


(Personnel Officer)

Submission of Folder to DPRM for issuance of implementing orders



1.2.6.4. The Administrative Officer will countersign the endorsement letter.

1.2.6.5. The Director will endorse the issuance of commutation order. 1.2.6.6. Submission of folder to DPRM for issuance of implementing

order.


Transaction Type Turn Around Time

Average Transaction Time

Submission of RequirementsEvaluation of the Requirements 2 hoursVerification of the Requirements 1 hourCountersignature of Admin Officer

30 mins

Command Group 1 hour & 30 mins

Endorsement of the Director 1 hourTotal Average Transaction Time 6 hours

1.3. Compulsory Retirement

TITLE Procedure No. No. of PagesCompulsory Retirement 1.3 3


1.3.1. OBJECTIVE

Prescribing the guidelines and procedures in the compulsory retirement of DICTM personnel.

1.3.2. REFERENCES



1.3.3.1. Compulsory Retirement Compulsory retirement, for officer and non-officer, shall be upon the attainment of age fifty-six (56):



Provided, That, in case of any officer with the rank of chief superintendent, director or deputy director general, the Commission may allow his retention in the service for an unextendible period of one (1) year.

1.3.4. REQUIREMENTS

1.3.4.1. Unit Endorsement1.3.4.2. Basic Letter Request1.3.4.3. Service Record1.3.4.4. Latest Promotion Order1.3.4.5. PLEB Clearance1.3.4.6. NAPOLCOM Clearance1.3.4.7. Unit Clearances (Non Money/Property and Non-Pending Case)1.3.4.8. IAS Clearance1.3.4.9. DIDM Clearance1.3.4.10. Latest Statement of Assets, Liabilities and Net worth.

1.3.5. FLOWCHART

1.3.6. NARRATIVE

END


Office

Evaluation of the requirements &

preparation of the endorsement

(Personnel PNCO)


(Personnel Officer)


Endorsement of the Director


START





1.3.6.3. The Personnel Officer will verify the documents.1.3.6.4. The Administrative Officer will countersign the endorsement letter.1.3.6.5. The Director will endorse the issuance of retirement order. 1.3.6.6. Submission of folder to DPRM for issuance of implementing

order.


Transaction Type

Turn Around Time

Average Transaction

Time

Submission of RequirementsEvaluation of the Requirements 2 hoursVerification of the Requirements 1 hourCountersignature of Admin Officer 30 minsCommand Group 1 hour & 30

minsEndorsement of the Director 1 hour

Total Average Transaction Time 6 hours

1.4. Conferment of Awards

TITLE Procedure No. No. of PagesConferment of Awards 1.4 3


1.4.1. OBJECTIVE

To issue and confer awards to DICTM personnel following the prescribed guidelines and procedures in the conferment of authorized decorations, service medals, ribbons and badges of the PNP.

1.4.2. REFERENCES

1.4.2.1. PNP MEMO CIRCULAR NO 2006-014 dated July 26, 2006, “Rules and regulations in the conferment of authorized



decorations, service medals, ribbons and badges to the personnel of the Philippine National Police.”

1.4.2.2. NAPOLCOM MEMO CIRCULAR 2006 – 03 dated November 30, 2006, “Further Amending Memorandum Circular No 93-018 entitled Prescribing the Authorized Decorations, Service Medals, Ribbons and Badges of the Philippine National Police.”


1.4.3.1. DICTM Personnel Board is the panel headed by Deputy Director created to evaluate, assess and/or deliberate DICTM personnel matters such as personnel procurement, movement, development and maintenance prior recommendation to the Director, DICTM for his approval.

1.4.3.2. DICTM Working Committee is the team from Admin Office created to assists the Board administratively and shall be responsible for the initial screening and evaluation of personnel matters prior deliberation of the Board.

1.4.4. REQUIREMENTS

1.4.4.1. Administrative accomplishment of personnel1.4.4.2. Approved Personnel Board Resolution



1.4.5. FLOWCHART

Client will provide accomplishments

Deliberation of the Personnel Board

Recommendation for Approval of the Board

Resolution

Issuance of Order of Admin Office

Working Committee will preliminary evaluate

and assess the accomplishment/s

Conversion of Leave Credits to DPRM

START

END



1.4.6. NARRATIVE

1.4.6.1. The Client – Division Chief/Key Officers will submit administrative accomplishment to Administrative Office (Working Committee) for preliminary screening and evaluation.

1.4.6.2. The Working Committee will assess and evaluate the accomplishment/s prior deliberation to the Board.

1.4.6.3. The Personnel Board will reevaluate the accomplishment and recommend approval or disapproval of the awards, medals and recognition.

1.4.6.4. The Administrative Office will issue appropriate awards, medals and recognition to the personnel.

1.4.6.5. The Administrative Office will furnish a copy of the issued Medals to DPRM for the conversion of such to leave credits to be enjoyed by concerned personnel from date of conferment onwards but not later than the last day of the next calendar year.

1.4.7 SERVICE STANDARD



Submission of Accomplishment ReportPreliminary Screening of Working Committee

1 to 2 days

Deliberation and Recommendation of the Board

2 days

Approval of the D, DICTM 1 dayIssuance of Order 1 hour

Total Average Transaction Time5 days and 1

hour



1.5. PNP ID Application

TITLE Procedure No. No. of PagesID Application 1.5 4INTERFACES DICTM Admin Office and Personnel

1.5.1. OBJECTIVE

Prescribing the guidelines and procedures in the applications of PNP ID.

1.5.2. REFERENCES

1.5.2.1. DPRM Form 1A – 2007.


1.5.3.1. DPRM Form 1A – 2007 - the revised PNP ID Application Form.

1.5.4. REQUIREMENTS

1.5.4.1. New Applicant1.5.4.1.1. Endorsement from the Administrative Officer1.5.4.1.2. Accomplished PNP ID Form1.5.4.1.3. Appointment Order1.5.4.1.4. Authenticated Latest Payslip

1.5.4.2. Renewal/Update1.5.4.2.1. Endorsement from the Admin Officer1.5.4.2.1. Accomplished PNP ID Form1.5.4.2.1. Surrender Old/Expired ID1.5.4.2.1. Promotion Order if newly promoted1.5.4.2.1. Demotion Order if demoted1.5.4.2.1. Change Status/Amendment Order if Amended/Changed

1.5.4.3. Retired1.5.4.3.1. Endorsement from the Admin Officer1.5.4.3.1. Accomplished PNP ID Form1.5.4.3.1. Retirement Orders1.5.4.3.1. Surrender old ID



1.5.4.4. Replacement (loss/dilapidated)1.5.4.4.1. Endorsement from the Admin Officer1.5.4.4.1. Accomplished PNP ID Form1.5.4.4.1. Affidavit of Loss if loss1.5.4.4.1. Surrender dilapidated ID if dilapidated1.5.4.4.1. Payment of Php 60.00 for the replacement of ID Card

1.5.5. FLOWCHART

1.5.6. NARRATIVE

1.5.6.1. The Client will submit the accomplished ID Application Form required and required documents to the Administrative Office.


1.5.6.3. The Personnel Officer will verify the documents and countersign to the ID application form.


Office


of the endorsement


Signature of the Application Form and

Endorsement Memorandum

Liaison Officer will submit the application to RMD ,

DPRM

Release of PNP ID

START

END



1.5.6.4. The Administrative Officer will sign the ID Application Form and the endorsement.

1.5.6.5. The liaison officer will submit the application to RMD, DPRM for issuance of PNP ID.

1.5.6.5. Distribution of PNP ID to the concerned Personnel.




Submission of RequirementsEvaluation of the Requirements 2 hoursVerification of the Requirements 1 hourCountersignature of Admin Officer

30 mins

Command Group 1 hour & 30 mins

Endorsement of the Director 1 hourTotal Average Transaction Time 6 hours



1.5.8. SAMPLE FORMAT



1.6. Filing of Leave of Absence



TITLE Procedure No. No. of PagesFiling of leave of absence for all DICTM personnel.

1.6 6

INTERFACES DICTM Admin Office/Command Group/Personnel

1.6.1. OBJECTIVE

To provide procedures and guidelines in the application of leave of absence for all DICTM personnel.

1.6.2. REFERENCES

1.6.2.1. PNP Circular No.2002-009 dated May 21, 20021.6.2.2. Rule XVI of the Omnibus Rules Implementing Book V of the

Administrative Code of 1987 (Executive Order 292)


1.6.3.1. Leave form (CSC Form No.6) – For to be accomplished for filing a Leave of Absence

1.6.3.2. Leave of Absence (LOA) - is a term used to describe a period of time that one is to be away from his/her primary job, while maintaining the status of employee. This term is in contrast to normal periods away from the workplace, such as vacations, holidays, hiatuses, sabbaticals, and “working from home” programs, in that they are considered to be exceptional circumstances, rather than benefits. Generally such an arrangement has a predefined termination at a particular date or after a certain event has occurred.

1.6.4. REQUIREMENTS

1.6.4.1. For vacation/sick leave abroad1.6.4.1.1. Letter endorsement from unit chief1.6.4.1.2. Basic letter request, including the number of days,

reason for leave and address while on leave1.6.4.1.3. Duly accomplished CSC form No.61.6.4.1.4. Breakdown of leave credits from RMD, DPRM1.6.4.1.5. NHQ IAS and Legal Service clearances1.6.4.1.6. Unit Clearances1.6.4.1.7. Certificate of non-pending case1.6.4.1.8. Certificate of non-money/property accountability



1.6.4.2. For sick leave exceeding five (5) days & maternity leave1.6.4.2.1. Certificate indicating therein the period and nature of

treatment and with license number of the attending physician indicted.

1.6.4.2.2. Duly accomplished CSC form No.61.6.4.3. For sick leave not exceeding five (5) days

1.6.4.3.1. Accomplished CSC Form No. 61.6.4.3.1. Affidavit

1.6.4.4. For special, mandatory, emergency, & paternity leave1.6.4.4.1. Duly accomplished CSC form No.6

1.6.5. FLOWCHART START

Client will duly accomplish CSC Form No. 6 and prepare necessary document.

Personnel Clerk receives and checks the completeness of the requirements.

C, Clerk/NUP Supervisor records the dates and countersigns on the leave form.

Personnel Officer signs on the leave form.Morale & Welfare Staff prepares the Unit Endorsement.ADMO signs on the leave form.Command Group - DDA signs the Unit Endorsement

Client will duly accomplish DICTMC Form No. 6 and prepare necessary document.

Personnel Clerk receives and checks the completeness of the requirements.

C, Clerk/NUP Supervisor records the dates and countersigns on the leave form.

Personnel Officer signs on the leave form.Morale & Welfare Staff prepares the Unit Endorsement.ADMO signs on the leave form.Command Group - DDA signs the Unit Endorsement



END

1.6.6. NARRATIVE

Liaison Officer transmits the endorsement to TDPRM, RMD.

TDPRM, RMD issues appropriate implementing order and furnish the unit concerned.

1



1.6.6.1. The clients duly accomplish CSC Form No. 6 (2 copies) and files leave application at the admin office.

1.6.6.2. The personnel clerk receives the application, check the completeness of the requirements then forward the applications to NUP Supervisor for NUP and to C, Clerk for Uniformed Personnel.

1.6.6.3. NUP Supervisor/C, Clerk record the dates indicated on the leave form then countersigns.

1.6.6.4. The Personnel Officer signs the leave form.1.6.6.5. The Morale and Welfare Staff prepares unit endorsement.1.6.6.6. The Administrative Officer signs the leave form.1.6.6.7. The Deputy Director for Administration signs the unit

endorsement.1.6.6.8. The Liaison Officer forwards the accomplished leave form and

endorsement to TDPRM, RMD.1.6.6.9. TDPRM will issue implementing orders and furnish the concerned

unit.

1.6.7. SERVICE STANDARDS



Receive /Checking of Documents

20 mins

Recording & countersigning 10 minsPers Officer Signature 10 minsPreparation of Unit Endorsement

20 mins

ADMO Signature 10 minsDDA Signature 30 minsTransmittal to TDPRM 30 minsIssuance of order

Total Average Transaction Time 2 hours 10 minutes



1.7. Issuance of Letter of Accommodation

TITLE Procedure No. No. of PagesIssuance of Letter of

Accommodation1.7 4

INTERFACES DICTM Admin Office/Personnel

1.7.1. OBJECTIVE

Prescribing the guidelines and procedures in the issuance of Letter of Accommodation to a uniformed personnel

1.7.2. REFERENCES

1.7.2.1. PNP MEMO CIRCULAR NO 99 – 016, “Guidelines on the Transfer/Reassignment of PNP Personnel.”

1.7.2.2. Memo from TADPRM dated June 29, 2007 re: Requirements for Transfer of PNP Personnel.


1.7.3.1. Letter of Accommodation - is a letter given to personnel who are willing to be assigned to a unit/office which was duly signed by the Director/Chief of Office of the gaining unit/office.

1.7.4. REQUIREMENTS

1.7.4.1. Basic Letter Request1.7.4.2. Projected Designation to position commensurate to the rank

based on T.O. Position if personnel is a PCINSP to PSSUPT rank.

1.7.4.3. Updated CSC Personal Data Sheet



1.7.5. FLOWCHART

1.7.6. NARRATIVE

1.7.6.1. The Client will submit the requirements to Administrative Office.1.7.6.2. The Personnel PNCO will evaluate the submitted requirements

and prepare the Letter of Accommodation.1.7.6.3. The Personnel Officer will verify the documents and countersign

to the letter.1.7.6.4. The Administrative Officer may/may not talk to the client then will

recommend approval of the accommodation.1.7.6.5. The Director will approve or disapprove the letter of

accommodation.1.7.6.6. Releasing of Letter of Accommodation.

START

Evaluation of the requirements and

Preparation of the Letter(Personnel PNCO)

Verification of the requirements and letter

(Personnel Officer)

Recommend approval of the Administrative Officer

Approval of the Director

Releasing of Letter of Accommodation


Office

END






Submission of RequirementsEvaluation of the Requirements 2 hoursVerification of the Requirements 1 hourRecommendation of Admin Officer

4 hours

Command Group 3 hoursApproval of the Director 2 hour

Total Average Transaction Time1 day and 4

hours




Republic of the Philippines Department of the Interior and Local Government

NATIONAL POLICE COMMISSION NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE

DIRECTORATE FOR INFORMATION AND COMMUNICATIONS TECHNOLOGY MANAGEMENTCamp Crame, Quezon [email protected]

September 15, 2009

A C C O M M O D A T I O N

THIS IS TO CERTIFY that PCI JUAN DELA CRUZ, 0-123456 assigned

at QCPD, NCRPO is granted accommodation to this Directorate.

This certification is issued to subject PCO to facilitate the issuance of

his/her reassignment order.

ATTY MAGTANGGOL B GATDULA, Ph.D/CEO VIPolice Director



1.8. Transfer/Reassignment of Uniformed Personnel

TITLE Procedure No. No. of PagesTransfer/Reassignment of

Uniformed Personnel1.8 3


1.8.1. OBJECTIVE

Prescribing the guidelines and procedures in the transfer/reassignment of uniformed personnel to other Units.

1.8.2. REFERENCES

1.8.2.1. PNP MEMO CIRCULAR NO 99 – 016, “Guidelines on the Transfer/Reassignment of PNP Personnel.”

1.8.2.2. Memo from TADPRM dated June 29, 2007 re: Requirements for Transfer of PNP Personnel.


1.8.3.1. Transfer - is a movement from one position to another which is of equivalent rank, level or salary without break in service involving the issuance of an appointment.

1.8.3.2. Reassignment - is the movement of an employee from one organizational unit to another in the same department or agency which does not involve a reduction in rank, status, or salary and doest not require the issuance of appointment.

1.8.3.3. Availability of Reassignment - is a certificate being given by the losing unit duly signed by its Director/Chief of Office granting the transfer of personnel to another unit.

1.8.3.4. Letter of Accommodation - is a letter given to a personnel who are willing to be assigned to a unit/office which was duly signed by the Director/Chief of Office of the gaining unit/office.

1.8.4. REQUIREMENTS

1.8.4.1. Unit Endorsement1.8.4.2. Availability of Reassignment1.8.4.3. Basic Letter Request of the Uniformed Personnel1.8.4.4. Updated DICTMC Personal Data Sheet



1.8.4.5. Letter of Accommodation 1.8.4.6. Clearances (Non Money/Property and Non-Pending Case and

IAS)1.8.4.7. Certification that subject personnel is not a witness in

admin/criminal case1.8.4.8. Certificate of no pending case for resolution if he/she is a

Summary Hearing Officer

1.8.5. FLOWCHART

1.8.6. NARRATIVE

1.8.6.1. The Client will submit the requirements to Administrative Office.1.8.6.2. The Personnel PNCO will evaluate the submitted requirements

and prepare the Certificate of Availability for Transfer.1.8.6.3. The Personnel Officer will verify the documents and countersign

to the certificate.1.8.6.4. The Administrative Officer may/may not talk to the client then will

recommend approval of the transfer.1.8.6.5. The Director will approve or disapprove the reassignment of the

personnel.

Submission of requirements to Admin Office



Submission of Folder to DPRM for the issuance of

implementing order

START


END

START

Evaluation of the requirements and Preparation

of Certificate(Personnel PNCO)

Verification of the requirements and certificate

(Personnel Officer)



1.8.6.6. If approved, the Administrative Office will submit the folder to DPRM for the issuance of implementing order.





4 hours


Total Average Transaction Time1 day and 4

hours



1.8.8. SAMPLE

Republic of the Philippines Department of the Interior and Local Government

NATIONAL POLICE COMMISSION NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE

DIRECTORATE FOR INFORMATION AND COMMUNICATIONS TECHNOLOGY MANAGEMENTCamp Crame, Quezon [email protected]

September 15, 2009

AVAILABILITY FOR TRANSFER

Availability for transfer is hereby granted to ________________________ (NAME OF

PCO/PNCO) for transfer to: __________________________where he is projected to be designated

(GAINING UNIT)to the position of _______________ at said unit.

Subject is cleared of money and property accountabilities from this unit; has no pending administrative/criminal case and is not a witness in an administrative/criminal case as of this date.

This is issued upon the request of subject PCO/PNCO to facilitate the issuance of his/her reassignment order.

ATTY MAGTANGGOL B GATDULA, Ph.D/CEO VIPolice Director



1.9. Resignation of Personnel

TITLE Procedure No. No. of PagesResignation of Personnel 1.9 3


1.9.1. OBJECTIVE

Prescribing the guidelines and procedures in the processing of resignation of personnel.

1.9.2. REFERENCES

1.9.2.1. Civil Service guideline on resignation of personnel1.9.2.2. PNP guidelines on resignation of personnel


1.9.3.1. Resignation - is the formal act of giving up or quitting one's office or position. A resignation can occur when a person holding a position gained by election or appointment steps down, but leaving a position upon the expiration of a term is not considered resignation. An employee who chooses to leave a position is considered a resignation, as opposed to termination, which occurs when the employee involuntarily loses a job.

19.4. REQUIREMENTS

19.4.1. Unit Endorsement19.4.2. Basic Letter Request19.4.3. Service Record19.4.4. Clearances (Non Money/Property and Non-Pending Case and

IAS)19.4.5. Latest Statement of Assets, Liabilities and Net worth.

http://en.wikipedia.org/wiki/Election

http://en.wikipedia.org/wiki/Termination_of_employment



1.9.5. FLOWCHART

1.9.6. NARRATIVE

19.6.1. The Client will submit the requirements to Administrative Office.19.6.2. The Personnel PNCO will evaluate the submitted requirements

and prepare the Unit Endorsement.19.6.3. The Personnel Officer will talk to the client regarding his/her

resignation. The documents will also be verified.19.6.4. The Administrative Officer may/may not talk to the client then will

recommend approval of the resignation.19.6.5. The Director will approve or disapprove the letter of

accommodation.19.6.6. Releasing of Letter of Accommodation.

START


Office


of the endorsement(Personnel PNCO)


(Personnel Officer)




END







4 hours


Total Average Transaction Time1 day and 4 hours



1.10. Optional Retirement

TITLE Procedure No. No. of PagesOptional Retirement 1.10 3


1.10.1. OBJECTIVE

Prescribing the guidelines and procedures in the optional retirement of DICTM personnel.

1.10.2. REFERENCES



1.10.3.1. Optional Retirement - Upon accumulation of at least twenty (20) years of satisfactory active service, an officer or non-officer, at his own request and with the approval of the Commission, shall be retired from the service and entitled to receive benefits provided by law.

1.10.4. REQUIREMENTS

1.10.4.1. Unit Endorsement1.10.4.2. Basic Letter Request1.10.4.3. NAPOLCOM Approval1.10.4.4. Service Record1.10.4.5. Latest Promotion Order1.10.4.6. PLEB Clearance1.10.4.7. NAPOLCOM Clearance1.10.4.8. Unit Clearances ( Non Money/Property and Non-Pending

Case)1.10.4.9. IAS Clearance1.10.4.10. DIDM Clearance1.10.4.11. Latest Statement of Assets, Liabilities and Net worth.



1.10.5. FLOWCHART

1.10.6. NARRATIVE



1.10.6.3. The Personnel Officer will talk to the client regarding his/her optional retirement. The documents will also be verified.

1.10.6.4. The Administrative Officer may/may not talk to the client then will recommend approval of the resignation.

1.10.6.5. The Director will approve or disapprove the application of optional retirement.

1.10.6.6. Submission of folder to DPRM for issuance of implementing order.


Office


of the endorsement(Personnel PNCO)


(Personnel Officer)




START

END







4 hours


Total Average Transaction Time1 day and 4 hours



2. BUDGET AND FISCAL OFFICE

2.1. Funding and Procurement of Request from Divisions/Offices

TITLE Procedure No. No. of PagesFunding/Procurement of Requests from different DICTM Divisions/Offices

2.1 3

INTERFACES DICTM Divisions and Offices

2.1.1. OBJECTIVE

To provide fund for the procurement/purchase of approved request by D,CS for supplies, equipment and other logistics.

2.1.2. REFERENCES

RA 6975 as amended by RA 8551


2.1.3.1. Funding or financing - is to provide capital (funds), which means money for resources (logistics and personnel) for implementation of project, activity or program.

2.1.4. REQUIREMENTS

2.14.1. Submitted request by DICTM Division and Offices2.1.4.2. Approval of TDICTM2.1.4.3. Available source of funding2.1.4.4. Implementation of project2.1.4.5. Conduct of an activity based on given scheduled program

http://en.wikipedia.org/wiki/Capital_(economics)

http://en.wikipedia.org/wiki/Financing

Coordinate / Validate with concerned Divisions/Offices

re Request

For Procurement/Implementation

Forward to SAO For Recording

Memo Requestfor Funding/Procurement

(From Different Divisions/Offices)

For Recommendation

ForApproval / Notation

of TDICTM



2.1.5. FLOWCHART

START

END



2.1.6. NARRATIVE

2.1.6.1. Memo request for funding and procurement from different PNPCS Division and Office for the purchase of supplies, equipment and other resources for the conduct of their respective task. Other purpose of request is with regards to the implementation of specific project or for the conduct of particular activity/program.

2.1.6.2. Validate request based on the requirement of the division and on their monthly-required supplies. Validation includes reference on signed or approved implementation of project. Other aspect of validation includes programmed/scheduled activity of the service.

2.1.6.3. Creation of memo for recommendation or comment for the said request.2.1.6.4. For approval/notation or disapproval of D, CS.2.1.6.5. Upon approval, program for procurement requested resources based on

available funds.2.1.6.6. Forward to SAO procured resources for recording/inventory purpose

and subsequent release of said resources to the requesting division/office.

2.1.7. SERVICE STANDARDS



Receipt of request for funds 1 dayCoordination/validation of the fund requirement

1 day

Recommendation/Comment to D, CS 1 daysApproval/Notation of D, CS 1 day

Total Average Transaction Time 4 days



3. PLANS AND PROGRAMS DIVISION

3.1 Formulation of Plans, Programs and Activities of DICTM

TITLE Procedure No. No. of PagesFormulation of Plans, Programs and Activities of DICTM

3.1 3

INTERFACESDICTM PPD and other PNP Offices

3.1.1 OBJECTIVE:

3.1.1.1 To create action plans, programs and activities pertaining to Information and Communications Technology which will serve as guidelines for the DICTM and all its units.

3.1.2 REFERENCES

3.1.2.1 Activation of DICTM pursuant to NHQ-PNP General Orders Number DPL-09-08 dated April 1, 2009.

3.1.2.2 PNP Information Systems Strategic Plan

3.1.3 DEFINITION OF TERMS

3.1.3.1 Plan – is typically any procedure used to achieve an objective. It is a set of intended actions through which one expects to achieve a goal

3.1.3.2 Program – are plans or schedules to be followed. Programs comprise goals, policies, procedures, rules, tasks, assignments, steps to be taken, resources to be used, and other mediums necessary to carry out a given course of action supported by budgets. A program maybe a minor one formulated by a single supervisor to improve the morale of personnel in the DICTM.

3.1.3.3 Project - is a temporary endeavor undertaken to create a unique product or service. A project usually needs resources to deliver its results. Most of the time project execution is based on detailed plan, which considers also external factors and constraints. Planning, execution and controlling of project is the primary field of project management.

http://en.wikipedia.org/wiki/Project_management

http://en.wikipedia.org/wiki/Constraint

http://en.wikipedia.org/wiki/Factors_of_production

http://en.wikipedia.org/wiki/Service

http://en.wikipedia.org/wiki/Product_(business)



3.1.4 REQUIREMENTS

3.1.4.1 Specific activity based on the DICTM annual schedule of activities.

3.1.4.2 Specific conduct of activity based on the specific function of the DICTM

3.1.5 FLOW CHART

START

Route the report for review, comments and suggestions

(To: EX-O,DDICTM)

Approval and signature(TDICTM)

Team Building on the creation of plans, programs, projects of DICTM

Divisions, ITMS & CES

Consolidation and finalization on the outcome of the summit

(Plans & Programs Division)

Implementation of the Plan(DICTM Divisions)

Monitoring of compliance(Command Group)

Dissemination of memo to all divisions/offices re formulation of

action plan, programs and activities



3.1.6 NARRATIVE

3.1.6.1 The Plans and Programs Division shall formulate an plans, programs and activities for the Directorate for Information and Communications Technology Management which will act as guidelines for all DICTM units/divisions.

3.1.6.2 The ADMO shall schedule a seminar/workshop for the formulation of plans, programs and activities to be participated by all DICTM Staff, Chief Plans of ITMS and CES.

3.1.6.3 The output of the workshop shall be consolidated by the Plans and Programs Division.

3.1.6.4 Route of the draft plan to the DICTM Command Group for review, comments and suggestions. Subsequently, revision to finalize the plan.

3.1.6.5 Approval of TDICTM 3.1.6.6 Implementation of the plan by all divisions/offices.3.1.6.7 Monitoring of the implementation of the plan.

3.1.7 SERVICE STANDARDS

Transaction Type

Turn Around Time

Average Transaction

Time

Dissemination to all divisions/offices re formulation of plans of DICTM

1 day

Team Building on the creation of plans, programs, projects of DICTM Divisions, ITMS & CES

2 days

Consolidation and finalization on the outcome of the summit

5 days

For Review, Comments and approval and dispatch (routing of document)

3 days

Approval and Signature of the Action Plan by TDICTM

1 day

Implementation of the planPeriod of the

activity

Monitoring of the implementationPeriod of the

activity

Total Average Transaction Time

12 days – excluding the

period of implementation

END



3.2 Field Inspection at Police Regional Offices

TITLE Procedure No. No. of PagesField Inspection at Police Regional Offices

3.2 3


3.2.1 OBJECTIVE

3.2.1.1 To evaluate the viability of PNP IT projects that would suit the various needs for IT services in the different PNP Regional sites;

3.2.2 REFERENCES3.2.2.1 Activation of DICTM pursuant to NHQ-PNP General Orders

Number DPL-09-08 dated April 1, 2009.3.2.2.2 PNP ITP Action Plan for 2009, Integration of Operational and

Administrative database of the PNP.3.2.2.3 Verbal Instruction of C, PNP to standardize the PNP policies,

programs, and projects pertaining to ICT.3.2.2.4 Verbal Instruction of the C, PNP to integrate the operational and

administrative database of the PNP.3.2.2.5 Memorandum Update on Leaders Q and IT Capabilty of PNP

Field Units from D, ITMS dtd May 13, 2009.


3.2.3.1 Inspection - is, most generally, an organized examination or formal evaluation exercise. It involves the measurements, tests, and gauges applied to certain characteristics in regard to an object or activity. The results are usually compared to specified requirements and standards for determining whether the item or activity is in line with these targets.

3.2.3.2 Information Systems (IS) - is the system of persons, data records and activities that process the data and information in a given organization, including manual processes or automated processes.

3.2.3.3 Information Technology (IT) - is "the study, design, development, implementation, support or management of

http://en.wikipedia.org/wiki/Automated

http://en.wikipedia.org/wiki/Manual

http://en.wikipedia.org/wiki/Information

http://en.wikipedia.org/wiki/Process

http://en.wikipedia.org/wiki/Data

http://en.wikipedia.org/wiki/System



computer-based information systems, particularly software applications and computer hardware."

3.2.3.4 Information Communications Technology (ICT) - is the broader term of IT to explicitly include the field of electronic communications.

3.2.4 REQUIREMENTS

3. 2.4.1 Approved IMPLAN regarding Field Visitations to Police Regional Offices

3.2.5 FLOW CHART

START

Designate Tasks

Courtesy call to host RD

ConferenceCreation of IMPLAN re Field Visitation at PROs

Coordinate with the host PROs

Prepare Tools/Materials

Jump off

Conduct of Inspection re ICT capability of the PROs

Render After Activity Report

END



NARRATIVE

3.2.5.1 The Plans and Programs Division shall prepare an IMPLAN regarding the scheduled visit of DICTM to the PRO.

3.2.5.2 Designation of Tasks. Once the IMPLAN is approved, C,PPD DICTM, C,

3.2.5.3 Plans of CES and C, WCSD shall prepare their respective reports/briefing manuals.

3.2.5.4 The ADMO shall coordinate with the host PRO for the scheduled visit of the DICTM. C, Budget/Finance shall provide transportation allowance for the visiting DICTM staff.

3.2.5.5 Upon arrival to the PRO, DICTM staff shall render a courtesy call to the host Regional Director.

3.2.5.6 A conference will be held.3.2.5.7 An inspection of the ICT capabilities of the PRO’s will follow to

assess further needs of the Police Regional Office. 3.2.5.8 An after activity report will be made and passed to C,PNP.


Transaction Type

Turn Around Time

Average Transaction

Time

Creation of IMPLAN re Field Visitation at PROs

1 day

Tasks Designation 1dayTools/Materials Preparation 1dayCoordination with the host PROs 1 dayCall to host RD, Conference, Conduct of Inspection re ICT capability of the PRO

1-2 days

Render After Activity Report 1 dayTotal Average Transaction Time 7 – 8 days



3.3 Formulates policies in support to PNP thrust on ICT development.

3.3.1 OBJECTIVE

3.3.1.1 To make a policy or review policies that are geared towards the enhancement of ICT in the Philippine National Police.

3.3.2 REFERENCES3.3.2.1 Activation of DICTM pursuant to NHQ-PNP General Orders

Number DPL-09-08 dated April 1, 2009.3.3.2.2 Powers and Functions of DICTM


3.3.3.1 Plan – is a proposed or intended method of getting from one set of circumstances to another. They are often used to move from the present situation, towards the achievement of one or more objectives or goals.

3.3.3.2 Policy - A specific decision or set of decisions designed to carry out such a course of action

3.3.3. REQUIREMENTS3.3.3.1 Issues and concerns that need policies

http://en.wikipedia.org/wiki/Objective_(goal)

http://en.wikipedia.org/wiki/Circumstance



3.3.4 FLOW CHART

START

END

Chief PPD shall develop or revise a policy regarding a particular issue

and concern

Routes the initial policyTo D-Staff for review, comment and

suggestion(Plans Office)

Disseminate the policy for implementation

(Admin Office/Plans Office)

Implementation Phase

Monitoring of the implementationCheck for existing policies for redundancy

Identify the policy need

Finalizes/revises the (Plans Office)

Approval and signature(TDICTM)



3.3.5 NARRATIVE

3.6.1 Plans and Programs Division of DICTM shall identify issues that need policies3.6.2 Check for existing policies and procedures to research policy context and to avoid redundancy and possible conflicts3.6.3 Plans and Programs Division shall develop a new policy or revised existing policy. PPD shall look for references, state the purpose of the policy, define the terms and state explain the procedures and guidelines of the policy.3.6.4 Route the initial draft to D-staff for review, comments and suggestions to be spearheaded by Plans and Program Division3.6.5 PPD will finalize the revised policy based on the suggestions by D-Staff3.6.6 The final draft will be submitted to TDICTM for approval.3.6.7 Policy will then be disseminated to the lateral and units for implementation.3.6.8 DICTM will monitor the effectively of the new policy used by different offices




Identify the policy need 1 dayCheck for existing policies for redundancy

2 days

Chief PPD shall develop or revise a policy

3 days

Route the initial policy to D-staff for review, comments and suggestions

3 days

Finalizes/revises the policy 1 dayApproval and Signature(TDICTM)

1 day

Disseminate the policy for the implementation

Period of the activity

Monitoring of the implementationPeriod of the

activity


13 days – excluding the

period of implementation



3.4 Review and Updates of existing PNP Information Systems Strategic Plan

3.4.1 OBJECTIVE

3.4.1.1 To create, revise and update the Philippine National Police Information Systems Strategic Plan (ISSP) which is the general and overall Information Systems plan of the PNP covering five (5) years.

3.4.2 REFERENCES

3.4.2.1 Memorandum Circular No. 93-3 prescribing the guidelines for Information Systems planning for the government.

3.4.2.1Output of ISSP Technical Working Group


3.4.3.1 Information Systems Strategic Plan (ISSP) – Overall plan for the development and implementation of Information Systems supportive of organizational mission/objectives and the corresponding resources requirements over a five-year period.

3.4.3.2 Information Systems (IS) - is the system of persons, data records and activities that process the data and information in a given organization, including manual processes or automated processes.

3.4.3.3 Information Technology (IT) - is "the study, design, development, implementation, support or management of computer-based information systems, particularly software applications and computer hardware."

3.4.3.4 Information Communications Technology (ICT) - is the broader term of IT to explicitly include the field of electronic communications.

3.4.4 REQUIREMENTS3.4.4.1 Submitted plans from different PNP offices3.4.4.2 Submitted ICT resources from different PNP offices.3.4.4.3 Existing systems being used by different PNP offices for

update/upgrade and revision.

http://en.wikipedia.org/wiki/Automated

http://en.wikipedia.org/wiki/Manual

http://en.wikipedia.org/wiki/Information

http://en.wikipedia.org/wiki/Process

http://en.wikipedia.org/wiki/Data

http://en.wikipedia.org/wiki/System



3.4.5 FLOW CHART

START

Monitoring of ISSP -- Implementation and status of the projects(ISSP Monitoring Team)

Revision of the initial draft based on the TWG review outputs


Review of the ISSP initial draft by the Technical Working Group (TWG)

(Technical Working Group)

Approval of NCC and submission of the ISSP to the DBM for funding

Revision of the ISSP regarding outputs/ comments of the NCC and submission

back to NCC – ( Plans & Program Division)

Review of existing Information Systems Strategic Plan


Submission of ISSP to the TWG for final review before endorsement of TDICTM


Creation of Technical Working Committee/Group

(DICTM, CES, ITMS)

Research and consolidation of technical details/contents of the ISSP(Research & Development Division)

DEVELOPMENT DIVISION)

Consolidation of information re different IS being used by the PNP

(Systems Integration & Management Division)

Consolidation of other information that will be included in the ISSP(Plans & Programs Division)

ISSP Submission to the OCPNP ~ Route through the Command Group for information/comment (Cc: DPL)

Endorsement by TDICTM for signature of the Chief, PNP

Review and Evaluation of the ISSP(NCC)

ISSP Submission to National Computer Center for review and evaluation -

Signed by C, PNP

Encoding, proofreading and finalization of the ISSP as Initial Draft for Review


Consolidation of inventory of all PNP ICT resources


Funding of the ISSP- Release of GAA Appropriation/Fund

Allocation/NCA

END



3.4.6 NARRATIVE

4.6.1 DICTM creates a Technical Working Committee/Group for the drafting/update/revision of the PNP ISSP. The Plans and Programs Division shall be the secretariat of the committee and shall initiate the review process.4.6.2 The Systems Integration and Management Division shall be charged for the consolidation of information/description of different IS being used by the PNP. The SIMD is also tasked to evaluate and review PNP offices requirements with regard to there IS needs.4.6.3 Research and Development Division shall research and consolidate technical details/contents of the ISP.4.6.4 Inputs and other information from other PNP offices and DICTM divisions shall be consolidated by the Plans and Programs Division.4.6.5 Inventory of ICT resources from all PNP offices shall also be consolidated by the Plans and Programs Division.4.6.6 After consolidation, Plans and Programs Division shall encode revision, proofread the revised ISSP as an initial draft for further review.4.6.7 The Technical Working Group (TWG) shall review the initial draft and report all updates to the Plans and Programs Division for editing.4.6.8 Plans and Programs Division shall revise/edit the initial draft based on the outputs of the TWG.4.6.9 Plans and Programs Division shall then submit the ISSP to the TWG for final review before endorsement to TDICTM for signature and forwarding to the higher office.4.6.10 Upon approval of the ISSP by the TWG it shall be routed to the command group for information and comments/suggestions.4.6.11 Upon approval and signature of the ISSP by the TCITM, it shall be forwarded to the Office of the Chief Philippine National Police (OCPNP).4.6.12 Upon approval and signature of the ISSP by the C,PNP, it shall be submitted to the National Computer Center (NCC) for review and evaluation.4.6.13 The PNP ISSP shall be evaluated and reviewed by NCC. Upon review, comments and inputs of NCC shall be reviewed by the TWG and Plans and Programs Division shall make corresponding revision to the ISSP.4.6.14 It shall be submitted back to the NCC for further review, evaluation and subsequently, approval.4.6.15 Upon approval of the PNP ISSP by the NCC, it shall be forwarded to the DBM for further confirmation and funding - GAA appropriation/fund allocation/NCA.4.6.16 The approved PNP ISSP shall be forwarded back to the PNP and to the DICTM for implementation. DICTM shall then form a monitoring team that shall monitor in the implementation and status of projects programmed/planned in the ISSP.






Creation of Technical Working Group 1 dayConsolidation of IS by SIMD 1 monthConsolidation of other information and inputs from other divisions by PPD

1 month

Consolidation of inventory of all PNP ICT resources

1 month

Editing and proofreading of the ISSP by PPD

1 month

Review of the TWG 2 weeksRevision based on the TWG outputs by PPPD

2 weeks

Submission to TWG and final review 2 weeksRouting of the ISSP to the Command Group and Endorsement of TDCITM

2 weeks

ISSP submission to the OCPNP and endorsement to NCC

2 weeks

ISSP submission to the NCC 1 dayReview and evaluation of the ISSP by the NCC

1 month

Review and revision of the ISSP by the TWG and PPD

1 month

Submission to the NCC for further review and evaluation, and approval

1 month

Submission to the DBM of the approved PNP ISSP

2 weeks

Funding by the DBM – Appropriation of funds

2 months

Total Average Transaction Time 1 year



3.4 Evaluation of Approved Project Proposal

TITLE Procedure No. No. of PagesApproved Project Proposal 1.1 3


3.4.1 OBJECTIVE.

Provides support for the development of projects, in accordance with the approved priority areas, for local and foreign funding.

3.4.2 REFERENCES

3.4.2.1 RA 6975 as amended by RA 85513.4.2.2 PNP Computerization/ISSP


3.4.3.1 Project – a research or design, that is carefully planned to achieve a particular aim, reaching of which is considered necessary for the achievement of planned benefits.

3.4.3.2 Project Management - is the discipline of planning, organizing, and managing resources to bring about the successful completion of specific project goals and objectives

3.4.3.3 Proponent – a person who puts forward a proposition or proposal.

3.4.3.4 Project Preparation – consists of the entire social, technical and financial work required to ensure that a project is feasible and can be successfully and appropriately implemented. The process ensures the identification and elimination of key risks at the earliest possible time and maximizes development opportunities.

3.4.3.5 Project Identification – is a repeatable process for documenting, validating, ranking and approving candidate projects within an organization.

3.4.3.6 Proposal Evaluation – is an assessment of the proposal and the proponent ability to perform the prospective contract successfully (according to technical feasibility, administrative / managerial capability, acceptability and other prescribed criteria).



3.4.4 REQUIREMENTS3.4.4.1 Memorandum/HWI or routine slip from Higher Office3.4.4.2 Proponent Project Proposal and the Proponent Company

profile.

3.4.5 Flowchart

DICTM Admin

ADMO courses the final project proposal to TDICTM

END

START

Project Management Section, PPD reviews project preparation, project identification, proposal evaluation

Memorandum/HWI/Routine Slip from NHQ

ITMS/CES review and recommendation of the

approved project

Consolidation of ITMS/CES after activity report

Project Management Section, PPD makes final

recommendation and after activity report for signature of

TDICTM for C, PNP’s information and reference

Proponent’s assessment of the proposal and their ability to

perform the prospective contract successfully.



3.4.6 NARRATIVE

3.4.6.1 Received Memorandum/HWI or routine slip from higher office to DICTM admin office regarding the approved project proposal.

3.4.6.2 Reviews the project proposal, the initial budget proposal, the technical aspect, resources, the timeline of the project and the risk management.

3.4.6.3 Proponent’s assessment of the proposal and their ability to perform the prospective contract successfully.

3.4.6.4 Forward the project proposal to ITMS/CES for review and recommendation.

3.4.6.5 Consolidation of the after activity report from ITMS/CES.3.4.6.6 A final recommendation and after activity report for signature of

TDICTM for C, PNP’s information and reference.




Receipt of memo/HWI or routine slip from NHQ

1 day

Review of the project proposal, identifying all risk, assessment of the proponent ability and prospective

2 weeks

Endorsement letter and project proposal to ITMS/CES for review and recommendation

1 days

Consolidation of the after activity report from ITMS/CES

1 day

Final recommendation and after activity report for signature of TDICTM for C, PNP’s information and reference

1 day




3.5 Formulation of plan for monitoring and evaluation of ICT projects for the PNP.TITLE PROCEDURE NO. No. of Pages

Formulation of Plan for Monitoring and Evaluation of ICT Projects

1 3

INTERFACES DICTM, ITMS, CES

3.5.1 OBJECTIVE - Creation of plans for monitoring and evaluation of Information and Communications Technology Projects of the PNP.

3.5.2 REFERENCES

3.5.1.1 Activation of DICTM dated April 1, 20093.5.1.2 Functions of the Monitoring and Evaluation Section (MES),

Plans and Programs Division, DICTM.


3.5.2.1 PLANS – specifically refers to the plans for monitoring and evaluation of the different ICT projects of the PNP.

3.5.2.2 MONITORING –3.5.2.3 EVALUATION –

3.5.3 REQUIREMENTS

3.5.3.1 Directives/Policies/Guidelines3.5.3.2

3.5.4 FLOWCHART



Start

3.5.5 NARRATIVE

Receipt of Project Activity Report (PPD, DICTM)

Evaluation of Reports(MES,PPD)

Review of the project plan, related policies, timeline, costing, etc.

of the project(MES)

Formulation of Action/Implementation Plan for monitoring and evaluation of the project

(MES)

Choose appropriate monitoring tool/system for the project. Design

one if needed.(MES)

Route/Request for comment/approval

of the plan(DICTM Staff)

YESCOMMENTNOApproval of the Plan for

Monitoring and Evaluation of the Project

(TDICTM)

End



3.5.5.1 Reports on ICT projects are submitted to/received by the PPD, DICTM.

3.5.5.2 Project activity reports are evaluated by the MES, PPD, DICTM3.5.5.3 The MES, PPD reviews project plans, polices, timelines, costing

and other pertinent matters relevant to the project.3.5.5.4 The MES chooses the appropriate monitoring and evaluation

tools/system that have already been proven effective elsewhere or designs a new one, if needed.

3.5.5.5 The MES formulates appropriate Plan for Monitoring and Evaluation of the Project and submits them to the Chief, PPD.

3.5.5.6 The PPD routes the formulated plan for comment of the DICTM Staff.

3.5.5.7 When there are comments, there might be a need to go back to earlier processes of evaluation, review, amendment or reformulation of plan, go back then to whichever process is required, reroute until comments/suggestions are satisfied.

3.5.5.8 When there is no comment, proceed to the next process.3.5.5.9 Submit the formulated plan for approval of the TDICTM.

3.5.6 PLAN FORMULATION STANDARD

TURN-AROUND TIME

Average Period for theFormulation of Plan for

Monitoring and Evaluation of ICT

Projects.

Receipt of the Activity Report 1 dayEvaluation of Project Reports 1 dayReview of the plan, polices, etc. 1 dayChoose/Design monitoring tools 1 dayFormulation of plan 2 daysRequest for comment 1 dayApproval of the plan 1 hourTotal Average Period 7 days and 1 hour

When there is comment, allow time to reprocess accordingly

6 days

Total Average Period when reprocessing is done 13 days and 1 hour

3.6 IMPLEMENTATION OF PLAN FOR MONITORING AND EVALUATION OF PLAN FOR ICT PROJECTS OF THE PNP.



TITLE PROCEDURE NO. No. of Implementation of Plan for Monitoring and Evaluation of Plan of ICT Projects

2 3

INTERFACES DICTM, ITMS, CES , POs, PMEOs,

3.6.1 OBJECTIVE - To see that effective procedures are put in place to ensure the optimum use of PNP resources and to enable realization of priority projects on time.

3.6.2 REFERENCES

3.6.2.1 Directives/Policies/Guidelines;3.6.2.2 Functions of the Monitoring and Evaluation Section (MES), Plans

and Programs Division, DICTM. 3.6.2.3 Action Plan/Monitoring Tools and Systems; and 3.6.2.4 2.2.4. Plan for Monitoring and Evaluation of ICT Project


3.6.4 REQUIREMENTS

Directives/Policies/Guidelines

3.6.5 FLOWCHART



Start

End

3.6.6 NARRATIVE

Preparation of directive for implementation

(MES, PPD)

Delegation/Tasking of responsibilities

(Project Monitoring and Evaluation Officer/s)

Dissemination of directives/Coordination with Project Officer/s(POs, DICTM, ITMS,

CES & other PNP Units)

Documentation of theFindings

(Project Monitoring & Evaluation Officer/s)

Submission of Project Monitoring and Eval. Report to the C, MES(Project Monitoring & Evaluation Officer/s)

Evaluation of the achievements using

performance indicators/ appropriate monitoring

systems (PMEOs)

Evaluation, preparation and submission of

report and recommend-dations to the C, PPD and TDICTM (MES)

(C, MES)



3.6.6.1 Directives for the implementation of the Plan for Monitoring and Evaluation of ICT project is prepared by the MES, DICTM

3.6.6.2 Tasking and responsibilities are delegated to the Project Monitoring and Evaluation Officers of the DICTM.

3.6.6.3 Directives are disseminated and coordination is conducted with PNP Units/Personnel involved in the project.

3.6.6.4 The Project Monitoring and Evaluation Officers (PMEO) establishes the project activity and performance tracking using key performance indicator systems and other operational measures.

3.6.6.5 The PMEOs documents the related findings to support report to the C, MES.

3.6.6.6 The Chief, MES evaluates the findings, draws recommendations and submit them to the Chief, PPD for further evaluation.

3.6.6.7 The Chief, MES evaluates the reports submitted by the PMEOs then prepares/submit related report and recommendations for the information/ signature of the Chief, PPD for the information of TDICTM.

3.6.7 PLAN IMPLEMENTATION STANDARD

TURN-AROUND TIME

Average Period for the Implementation

of Plan for Monitoring and

Evaluation of ICT Projects.

Preparation of directives for implementation of plan.

2 hours

Delegation/Tasking of responsibilities to PMOEs

1 hour

Dissemination of Directives/ Coordination with PNP Units/ Personnel involved in the project.

2 days

Evaluation of the achievements of the project objectives.

1 day

Documentation of the findings 1 daySubmission of report to the C, MES 2 hoursEvaluation, submission of report/ recommendations to the C, PPD and TDICTM

1 day

Total Average Period 5 days and 5 hours

3.7 EVALUATION OF PLAN FOR MONITORING OF ICT PROJECT



TITLE PROCEDURE NO. No. of PagesEvaluation of Plan for Monitoring of ICT Project 3 3


3.7.1 OBJECTIVES

3.7.1.1 To develop the findings and recommendations made by the PMEOs/MES regarding resource management, practices and the requirements of the project specialists;

3.7.1.2 To develop/improve monitoring and evaluation methods; and3.7.1.3 To document lessons, experience and management/operational

issues relative to project implementation.

3.7.2 REFERENCES

3.7.2.1 Directives/Policies/Guidelines;


3.7.3.1 RESOURCE MANAGEMENT –3.7.3.2 PRACTICES –

3.7.4 REQUIREMENTS

3.7.4.1 Monitoring and Evaluation Tools and Systems; 3.7.4.2 Plan for Monitoring and Evaluation of ICT Project; and 3.7.4.3 Project Monitoring and Evaluation Reports and related

documents.

3.7.5 FLOWCHART

Start



Legend :MES – Monitoring and Evaluation SectionPMEO – Project Monitoring and Evaluation Officer

Receipt of Monitoring & Evaluation Reports from the

PMEOs(MES, PPD)

Evaluation of Reports and documents relative to the Monitoring & Eval. Plan

implemented(MES)

Evaluation of the effectiveness of the plan and the mechanisms used for monitoring

and evaluation of the project.(MES)

Review of existing Monitoring tools and

systems. (MES)

Preparation of Proposal for the improvement of Project Monitoring and Evaluation mechanisms

(MES)

Submission of Proposal to the C, PPD

(MES)

Route for comment/ recommendations of the

DICTM Staff(PPD)

Approval of the Recommendation/

Proposal (TDICTM)

Needs Improvement

COMMENT

Submission of Recommendation

(PPD)

YES

NO

NO

YES

End



3.7.6 NARRATIVE

3.7.6.1 The MES, PPD receives monitoring and evaluation reports from the Project Monitoring Officers.

3.7.6.2 The MES evaluates the monitoring and evaluation reports relative to the monitoring and evaluation plan.

3.7.6.3 The MES reviews existing monitoring tools/systems to ensure that the best monitoring and evaluation mechanism applies to the plan.

3.7.6.4 The need for improvement is determined by the MES, PPD3.7.6.5 When there is no need for improvement of the plan, the MES

submits recommendation/proposal to the Chief, PPD3.7.6.6 The PPD routes the recommendation for comment of the

DICTM Staff, then forwards to the TDICTM for final approval.3.7.6.7 When a need for improvement is deemed necessary, the MES

prepares recommendation/proposal.3.7.6.8 The MES then submits proposal to the C, PPD.3.7.6.9 The PPD routes the proposal for comments/recommendations

of the DICTM Staff.3.7.6.10 3.6.5. When there is comment from the DICTM Staff, the PPD

returns to previous processes until it reaches the office of TDICTM for final approval.

TURN-AROUND TIME

Average Period for Receipt of Monitoring Report 1 dayEvaluation of Report 1 day



the Evaluation of Plan for Monitoring and Evaluation of ICT Projects.

Review of existing monitoring tools 1 dayEvaluation of the Effectiveness ofThe Plan & Monitoring mechanism

2 days

Preparation, submission of Recommendation

1 day

Approval of the Recommendation 1 hourTotal Average Period when no improvement is recommended

6 days and 1 hour

Preparation of Proposal when improvement is needed 2 days Submission of proposal to the C, PPD 1 hour Request for comments 1 dayWhen there is no comment, submit for approval 1 hourWhen there is comment, allow time to process accordingly 4 days and 1 hourTotal Average Period when improvement is proposed 11 days and 2 hrs.3.7.7 EVALUATION OF PLAN FOR MONITORING STANDARD

3.8 Formulation of project and activities consonant to project monitoring and evaluation of ICT projects of the PNP.TITLE PROCEDURE NO. No. of Pages

Formulation of Projects and Activities consonant to Project Monitoring and Evaluation of ICT Projects of the PNP

4 3


3.8.1 OBJECTIVE

3.8.1.1 To monitor the effectiveness of the project, its plan and the mechanisms/ tools being utilized for reviewing and maintaining project development strategies.

3.8.1.2 Use of performance indicators and other effective monitoring tools/systems based on progress and output; and

3.8.1.3 Review and maintain project strategies to ensure that it meets the requirements of all stakeholders and that it is adjusted to reflect the changing priorities of time and external events.

3.8.2 REFERENCES

3.8.2.1 Directives/Policies/Guidelines; 3.8.2.2 Functions of the Monitoring and Evaluation Section (MES), Plans

and Programs Division, DICTM; and



3.8.2.3


3.8.4 REQUIREMENTS

3.8.4.1 Project Monitoring and Evaluation Tools and Systems;3.8.4.2 Project Monitoring and Evaluation Plan; and 3.8.4.3 Project Implementation Plan

3.8.5 FLOWCHART

Start

Receipt of the Directives and Requirements

(PPD)



3.8.6 NARRATIVE

3.8.6.1 Requirements in the formulation of Projects Monitoring and Activities are forwarded to/received by the PPD from PMEOs and PNP Units.

3.8.6.2 Requirements are thoroughly evaluated by the MES, PPD.

COMMENT

NOApproval of the Proposal for Project and Activity

(TDICTM)

End

Evaluation of the Requirements(MES, PPD)

Adopt/Design/Formulate monitoring and

evaluation mechanism/s for particular projects

(MES, PPD)

Prepare Proposal for Project/Activity

(MES,PPD)

Route/Proposal for Comments/

Recommendations Of DICTM Staff

YES

Route for comment/ approval of the D-Staff



3.8.6.3 The MES decides to adopt monitoring and evaluation mechanism that is most suitable for the particular project or may opt to design/formulate one if necessary.

3.8.6.4 The PPD then prepares a proposal for the Project/Activity for the monitoring and evaluation of the project and routes it for comments and recommendations of the DICTM Staff.

3.8.6.5 When the DICTM Staff approves of the proposal, it is then forwarded to the office of the TDICTM for approval.

3.8.6.6 The proposal is then forwarded to the D-Staff for comment/ recommendations/ approval.

3.8.7 MONITORING PROJECT AND ACTIVITY FORMULATION STANDARD

TURN-AROUND TIMEAverage Period for the Formulation of Projects and Activities consonant to Project Monitoring and Evaluation of ICT Projects of the PNP

Receipt of requirements and directives

1 day

Evaluation of the requirements 1 dayFormulation of Monitoring and Evaluation mechanism

2 days

Preparation of Proposal for the Project/Activity for monitoring

2 days

Routing of the proposal for comment/ recommendations of the DICTM Staff

1 day

When there is no comment, submit to TDICTM for approval

2 hours

Total Average Period 7 days and 2 hours

When there is comment allow time to reprocess accordingly 6 daysTotal Average Period when reprocessing is done. 13 days and 2

hoursThe average period when routed for comment of the D-Staff is not included.

3.9 Submission of reports of the output of monitoring and evaluation of ICT projects of the PNP.TITLE PROCEDURE NO. No. of Pages

Submission of Reports of the Output of Monitoring and Evaluation of ICT projects.

5 3




3.9.1 OBJECTIVE

3.9.1.1 To document and disseminate lessons, experiences and management/operational issues relative to project implementation.

3.9.2 REFERENCES

3.9.2.1 Directives/Policies/Guidelines;3.9.2.2 Action Plan/Monitoring Tools and Systems; 3.9.2.3 Plan for Monitoring and Evaluation of ICT Project; and3.9.2.4 Functions of the Monitoring and Evaluation Section (MES), Plans

and Programs Division, DICTM.


3.9.4 REQUIREMENTS

3.8.4.1. Directives/Policies/Guidelines

3.9.5 FLOWCHART

Start

Receipt of monitoring and evaluation reports

from PMEOs (PPD)

Preparation of report of the Output of Monitoring

Activities (PPD)



3.9.6 NARRATIVE

3.9.6.1 The PPD receives Monitoring and Evaluation Reports of ICT Projects from the PMEOs.

3.9.6.2 The MES evaluates the reports and related documents. 3.9.6.3 The MES analyses the documents to gather lessons, knowledge,

experiences and adjustments that could be used to other ICT projects.

3.9.6.4 The MES, PPD prepares report of the output of monitoring and evaluation activities.

3.9.6.5 The PPD submits report for the information of the TDICTM.3.9.6.6 The DICTM through its Message Center disseminates reports to

all concerned units. 3.9.7 OUTPUT REPORTING STANDARD

TURN-AROUND TIMEAverage period for the Submission of Reports of the

Receipt of Monitoring and Evaluation Report

1 day

Evaluation of the reports, documents 1 day

Exploitation of knowledge, experiences, lessons from the report

(MES)

Evaluation of the reports and related documents

(MES)

Dissemination of information to all concerned units

(Mssg Ctr.) End

Submission of report to TDICTM

(PPD)



Output of Monitoring and Evaluation of ICT projects.

Exploitation of knowledge 1 dayPreparation of report of the output 6 hoursSubmission of report 2 hoursDissemination of information 2 hoursTotal Average Period 3 days and 10

hours

3.9.8 FLOWCHART

Start

Receipt of Monitoring & Evaluation Reports from the PMEOs

(MES, PPD)

Evaluation of Reports and documents relative to the Monitoring & Eval.

Plan implemented(MES)



4. SYSTEM INTEGRATION AND MANAGEMENT DIVISION

4.1 System Integration and Management

4.1.1 OBJECTIVE – To provide assessment and recommendations on all Information Systems utilized by the PNP. This

4.1.2 REFERENCES

YESCOMMENTS

NO

Approval of the Proposal for the improvement of Project Monitoring and Evaluation mechanism

(TDICTM)

End

Review of existing Monitoring tools and

systems. (MES)

Establishment of the effectiveness of the

plan and the mechanisms used for

monitoring and evaluation of the

Preparation of Proposal for the improvement of Project Monitoring and Evaluation mechanisms

(MES)

Submission of Proposal and recommendation to

the C, PPD, TDICTM(MES)

Route for comment/ recommendations of the

DICTM Staff(PPD)



4.1.2.1 Creation of the Directorate for Information and Communications Technology Management (DICTM)

4.1.2.2 PNP Information Systems Strategic Plan (ISSP)

4.1.3 DEFINITION OF TERMS4.1.3.1 Information Systems Strategic Plan (ISSP) – is an Information and

Communications Technology (ICT) blueprint that supports both the short-term and long-term Information System needs of the PNP that is aligned with its strategic thrust and programs.

4.1.3.2 Policy - a deliberate plan of action to guide decisions and achieve rational outcome(s).

4.1.3.3 System - is a set of interacting or interdependent entities forming an integrated whole.

4.1.3.4 Information System (IS) - a system of people, data records and activities that process the data and information in an organization, and it includes the organization's manual and automated processes. In a narrow sense, the term information system (or computer-based information system) refers to the specific application software that is used to store data records in a computer system and automates some of the information-processing activities of the organization.

4.1.3.5 Information and Communications Technology (ICT) - is an umbrella term that covers all advanced technologies in manipulating and communicating information. The term is sometimes used in reference to information technology (IT), particularly in these two communities: education and government. The common usage ICT is synonymous assumed the fact that IT or ICT encompasses all mediums, to record information (magnetic disk/tape, optical disks (CD/DVD), flash memory etc. and arguably also paper records); technology for broadcasting information - radio, television; and technology for communicating through voice and sound or images - microphone, camera, loudspeaker, telephone to cellular phones. It includes the wide varieties of computing hardware (PCs, servers, mainframes, networked storage).

4.1.3.6 System Integration - the process by which smaller pieces of software are brought together to form a larger piece of software that was designed to solve a problem.

4.1.3.7 System Management – is the management of the information technology systems in an enterprise. This includes gathering requirements, purchasing equipment and software, distributing it to where it is to be used, configuring it, maintaining it with enhancement and service updates, setting up problem-handling processes, and determining whether objectives are being met.



4.1.3.8 Information - is a stimulus that has meaning in some context for its receiver. When information is entered into and stored in a computer, it is generally referred to as data. After processing (such as formatting and printing), output data can again be perceived as information.

4.1.4 REQUIREMENTS

4.1.4.1 Consolidated report of all IS developed and maintained by ITMS.4.1.4.2 Audit of other outsourced IS used by the PNP.4.1.4.3 Evaluation reports generated from PNP end-users for system

capability and limitation of IS being utilized by their unit.



4.1.5 FLOWCHART

Start

Reviews assessment report received from PNP concerned units on system capability and limitations.

Consolidate reports of all PNP IS.

Submit assessment report and recommendations to ITMS and CES for information and implementation. Request feedback on the implementation of the above matter.

Review ITMS plans and programs and system updates for IS (from ITMS and other PNP units maintaining IS).

Prepare assessment report and recommendations.

Finalize and revise the proposed Memo Circular with cover Memo

(SIMD).

Monitoring of implementation and compliance of all PNP offices

(DICTM).End

End

Route assessment report and recommendations to TDICTM for approval.



4.1.6 NARRATIVE

4.1.6.1 Reviews assessment report received from PNP concerned units on system capability and limitations.

4.1.6.2 Consolidate reports of all PNP IS.4.1.6.3 Review ITMS plans and programs and system updates for IS

(from ITMS and other PNP units maintaining IS).4.1.6.4 Prepare assessment report and recommendations.4.1.6.5 Route assessment report and recommendations to TDICTM for

approval.4.1.6.6 Submit assessment report and recommendations to ITMS and

CES for information and implementation. Request feedback on the implementation of the above matter.


Transaction Type TimeSystem audit and assessment of deployed information systems

3 days

Preparation of guidelines for implementation

2 days

Route draft copy of the proposed circular for comments and suggestions.

3 days

Revision of the circular for approval and signature of TDICTM.

1 day

Route proposed circular to the D-Staff and Command Group for comment.

5 days

Finalization of the circular and approval of CPNP.

1 day

Dissemination of the approved circular for implementation.

1 day


16 ays



4.2 Policy formulation and updates for the Integration and Management of Information Systems

4.2.1 OBJECTIVE – To provide a procedure in the formulation of policy on the integration and management of information and telecommunications system. Modification of policy for the integration and management of information system shall contribute to the information systems’’ effectiveness and efficiency as to the needs of the PNP.

4.2.2 REFERENCES

4.2.2.1 Creation of the Directorate for Information and Communications Technology Management (DICTM)

4.2.2.2 PNP Information Systems Strategic Plan (ISSP)


4.2.3.1 Information Systems Strategic Plan (ISSP) – is an Information and Communications Technology (ICT) blueprint that supports both the short-term and long-term Information System needs of the PNP that is aligned with its strategic thrust and programs.










4.2.4 REQUIREMENTS

4.2.4.1 Situation of subjected PNP Information System.4.2.4.2 Inventory of ICT resources from the end user / client / IS recipient.4.2.4.3 Compliance level of the IS recipient.4.2.4.4 Conducts systems audit on the current situation of the deployed

Information System.4.2.4.5 Assess and identify the deployment situation of the Information

System and determine problems encountered or technical difficulties during implementation.

4.2.4.6 Prepare guidelines on the implementation and management of the IS in the form of Memorandum Circular (MC) to resolve difficulties and issues encountered by the end user or recipient.

4.2.4.7 SIMD routes the draft copy of the proposed circular to DICTM Divisions, ITMS and DICTM Command Group for review, comments and suggestions.

4.2.4.8 Based on the comments / suggestions, SIMD revises the proposed circular and re-route the final draft copy with cover memo to DICTM Command Group.

4.2.4.9 Signature and approval of the cover Memo by TDICTM.4.2.4.10 Routes the proposed Memorandum Circular to the Directorate

Offices and PNP Command Group for comment.4.2.4.11 Based on the comments, DICTM revises and finalizes the

proposed Memorandum Circular and re-route the final copy for approval and signature of the C, PNP.

4.2.4.12 For widest dissemination and guidance of all PNP offices.4.2.4.13 DICTM shall monitor the implementation and compliance of the

approved Memorandum Circular.



4.2.5 FLOWCHART


Transaction Type Time

System audit and assessment of deployed information systems 3 daysPreparation of guidelines for implementation 2 daysRoute draft copy of the proposed circular for comments and suggestions.

3 days

Revision of the circular for approval and signature of TDICTM. 1 dayRoute proposed circular to the D-Staff and Command Group for comment.

5 days

Finalization of the circular and approval of CPNP. 1 dayDissemination of the approved circular for implementation. 1 day


Start

Conduct system audit on the subjected PNP Information

System.

Assess and identify deployment status and situation of subjected

PNP IS.

Approval and signature of the cover Memo by TDICTM.

Prepare guidelines on the implementation and management

of the IS in the form of Memorandum Circular.

Routes to DICTM Divisions, ITMS and DICTM Command

Group for comments and suggestions.

Finalize and revise the proposed Memo Circular with cover Memo

(SIMD).

Routes the proposed Memorandum Circular to the Directorate Offices and PNP

Command Group for comment

Re-route the final copy of the proposed memo circular for

approval and signature of the C, PNP.

For widest dissemination.

Monitoring of implementation and compliance of all PNP offices

(DICTM).

End



4.3 Evaluation and supervision of Plans and Programs of ITMS and CES

4.3.1 OBJECTIVE – To evaluate and supervise plans and programs set by Information Technology Management Service (ITMS) and Communications and Electronic Service (CES). It shall assess the effectiveness and efficiency of plans and programs as to the mandated functions of DICTM and the needs of the PNP as well.

4.3.2 REFERENCE

4.3.2.1 PNP Information Systems Strategic Plan (ISSP)4.3.2.2 CES Plans and Programs4.3.2.3 ITMS Plans and Programs4.3.2.4 Accomplishment Report of ITMS and CES


4.3.3.1 Information Systems Strategic Plan (ISSP) – is an Information and Communications Technology (ICT) blueprint that supports both the short-term and long-term Information System needs of the PNP that is aligned with its strategic thrust and programs.










4.3.4 REQUIREMENTS

4.3.4.1 PNP Information Systems Strategic Plan (ISSP)4.3.4.2 CES Plans and Programs4.3.4.3 ITMS Plans and Programs4.3.4.4 Accomplishment Report of ITMS and CES



4.3.5 FLOWCHART

Start

Receive the accomplishment report and schedule plans and programs of ITMS and CES

Identify problems encountered during the implementation of plans and programs by ITMS and CES

End

Review accomplishment report submitted by ITMS and CES

Identify possible solutions that shall adhere to the problems encountered.

Review the existing plans and programs on systems integration and management.

Prepare the revised plans and programs on systems integration and management incorporating current ICT trends.

Submit the report and the revised plans and programs to TDICTM for information and approval. This shall include the approval of TDICTM for the adoption of the revised plans and programs.

Forward the approved revised plans and programs of DICTM to ITMS and CES for information and reference.



4.3.6 NARRATIVE

4.3.6.1 Receive accomplishment report and schedule plans and programs of ITMS and CES.

4.3.6.2 Review accomplishment report submitted by ITMS and CES.4.3.6.3 Identify problems encountered during the implementation of plans and

programs by ITMS and CES4.3.6.4 Identify possible solutions that shall adhere to the problems

encountered.4.3.6.5 Review the existing plans and programs on systems integration and

management.4.3.6.6 Prepare the revised plans and programs on systems integration and

management incorporating current ICT trends.4.3.6.7 Submit the report and the revised plans and programs to TDICTM for

information and approval. This shall include the approval of TDICTM for the adoption of the revised plans and programs.

4.3.6.8 Forward copy of the approved revised plans and programs of DICTM to ITMS and CES for information and reference.




5. RESEARCH AND DEVELOPMENT DIVISION

5.1Procedure in the Formulation of ICT Trainings

TITLE PROCEDURE NO. NO. OF PAGESProcedure in the Formulation of ICT Trainings

1.0 3

Interfaces Research and Development Division

5.1.1 OBJECTIVE

This is to determine if the formulated ICT Trainings to be conducted by ITMS/CES for their personnel can be accommodated or not.

5.1.2 REFERENCES

5.1.2.1 Memo from RDD5.1.2.2 Instructions from TDICTM5.1.2.3 Memo from CES and ITMS


5.1.3.1 Information and Communications Technology (ICT) – is the totality of the electronic means employed to systematically collect, process, store, present and share information to end-users in support of their activities. It consists of computer systems, office systems, consumer electronics and telecommunications technologies, as well as networked information infrastructure the components of which include the telephone system, the Internet, fax machines, computers and its accompanying methodologies, processes, rules and conventions. A combination of computer technology, microelectronics applications, and communications information techniques and methods. It encompasses the use of computers, data communications, office systems technologies, as well as any technology that deals with modern day application of computing and/or communication. It can also be seen as the marriage of information technology and data communication.

5.1.3.2 RDD- Research and Development Division5.1.3.3 TDICTM – The Director, Directorate for Information and

Communications Technology Management.



5.1.3.4 ITMS – Information Technology Management Service5.1.3.5 CES – Communications and Electronics Service

5.1.4 REQUIREMENT

5.1.4.1 Approval of TDICTM5.1.4.2 ICT Trainings to be offered periodically

5.1.5 FLOWCHART

START

RDD Review and Research of ICT Training

RDDEndorsement of ICT Training

CES ITMSEvaluation/Comments Evaluation/Comments

DICTM Ex-O For Consolidation of Comments

TDICTMApproval/

Recommendation of ICT Training

RDD Accommodation/

Non Accommodation of ICT Training

END



5.1.6 NARRATIVE5.1.6.1 The Research and Development Division (RDD) will conduct

review and research re proposed ICT Trainings (Requirements, Detailed Program of Instruction (POI), Training Directives and Lectures).

5.1.6.2 RDD will prepare memo for the proposed detailed ICT Trainings to be forwarded to TDICTM for endorsement to AD, CES and D, ITMS.

5.1.6.3 The memo will be forwarded to AD, CES and D, ITMS for evaluation and comments of the proposed ICT Trainings.

5.1.6.4 CES and ITMS shall prepare memo (reply) of their evaluation and comments to be forwarded to DICTM Ex-O (Attn: RDD).

5.1.6.5 TDICTM either approve or disapprove the proposed ICT trainings based on the evaluation and recommendation of the consolidated data from ITMS and CES.

5.1.6.6 RDD will prepare for the accommodation/non accommodation of the proposed ICT Trainings as per instruction from TDICTM.


TRANSACTION TYPE TURN AROUND TIME

Procedure in the Formulation of ICT Trainings

Review and ResearchEvaluation and CommentsPreparation of the Recommendation for Accommodation/Non Accommodation of ICT Trainings



5.2Procedure in the Processing of the Request for Product Presentation

TITLE PROCEDURE

NO.

NO. OF

PAGES

Procedure in the processing of the

Request for Product Presentation

2.0 3


5.2.1 OBJECTIVE

This is to determine if the Request for Product Presentation by requesting company/ corporation can be accommodated or not.5.2.2 REFERENCES

5.2.2.1 Request Letter/Letter of Intent/Memo from requesting Company/Corporation

5.2.2.2 Instructions from TDICTM5.2.2.3 Memo from RDD5.2.2.4 Memo from ITMS and CES


5.2.3.1 Presentation - is the process of presenting the content of a topic/information to an audience.

5.2.3.2 RDD- Research and Development Division5.2.3.3 TDICTM – The Director, Directorate for Information and

Communications Technology Management5.2.3.4 ITMS – Information Technology Management Service5.2.3.5 CES – Communications and Electronics Service

5.2.4 REQUIREMENT5.2.4.1 Approval of TDICTM5.2.4.2 Memo from requesting company/corporation indicated therein

the product’s name, proposed schedule (date/time) and attendees.

5.2.5 FLOWCHART



Requesting Company/Corporation for Product Presentation

AdmO Endorsement to RDD of Request Letter/

Letter of Intent/Memo

RDD

Verification/Coordination/Scheduling of Product Presentation

TDICTM Signature for Accommodation/

Non Accommodation of Product Presentation

Product Presentation by Requesting Company/Corporation

CES ITMSEvaluation/Comments Evaluation/Comments

RDDPreparation of After Product

Presentation Report

TDICTM For Signature of After Product

Presentation Report

C, PNP

Submission of After Product Presentation Report

END

START



5.2.6 NARRATIVE2.6.1. The Request Letter/Letter of Intent/Memo from requesting

company/corporation to conduct product presentation shall be received by the Message Center at Administrative Office and will be endorsed to AdmO/Personnel Officer.

2.6.2. Admo shall forward/ endorse the Request Letter/Letter of Intent/Memo to Research and Development Division (RDD).

2.6.3. RDD shall verify the company’s/corporation’s profile and shall make a coordination on the requesting company/corporation. RDD will check on the availability of venue and attendees for scheduling of the product presentation.

2.6.4. RDD shall prepare a Memo for approval of TDICTM regarding the accommodation or non-accommodation of the said request. Once approved, the memo shall be sent to the requesting company/corporation for their scheduled product presentation.

2.6.5. RDD shall facilitate product presentation.2.6.6. A memo will be forwarded to CES and ITMS for necessary

evaluation and comments on the product presentation.2.6.7. CES and ITMS shall prepare memo (reply) of their evaluation and

comments to be forwarded to Research and Development Division.

2.6.8 RDD will prepare an After Presentation Report to be submitted to TDICTM, further to C, PNP.



Procedure in the processing of the Request for Product Presentation

Processing of RequestPreparation of the Recommendation for Accommodation/Non Accommodation of ICT TrainingsAfter Presentation Report



5.3 Procedure in the processing of the Request for ICT Training by other

PNP Unit/Office

TITLE PROCEDURE NO. NO. OF

PAGES

Procedure in the processing of

the Request for ICT Training by

other PNP Units/Offices

3.0 3


5.3.1 OBJECTIVE

This is to determine if the request of other PNP Unit/Office to conduct an ICT Training exclusively for their personnel can be accommodated or not.

5.3.2 REFERENCES

5.3.2.1 Memo from the requesting PNP Unit/Office5.3.2.2 Instructions for TDICTM5.3.2.3 Memo from RDD5.3.2.4 Memo from ITMS and CES


5.3.3.1 Training - refers to the acquisition of knowledge, skills, and competencies as a result of the teaching of vocational or practical skills and knowledge that relates to specific useful skills.

5.3.3.2 RDD- Research and Development Division

5.3.3.3 TDICTM – The Director, Directorate for Information and Communications Technology Management

5.3.3.4 ITMS – Information Technology Management Service



5.3.3.5 CES – Communications and Electronics Service

5.3.4 REQUIREMENT

5.3.4.1 Approval of TDICTM

5.3.4.2 Memo from the requesting PNP Unit/Office indicated therein the title/contents of training course, proposed schedule (Date/Time) and number and profile of the participants.

5.3.5 FLOWCHARTSTART

TDICTM Approval/Disapproval of ICT Training



5.3.6 NARRATIVE

ITMSMemo (Reply) to conduct ICT Trainings

CESMemo (Reply) to conduct ICT

CESCoordination with Concerned PNP Unit/Office

for the Conduct ICT Trainings/Submission of After Activity Report

Requesting PNP Unit/OfficeMemo Request for ICT

TrainingsAdmO Forward the Memo

Request to RDD

Memo Request for ICT Trainings RDD

Memo for Endorsement of Request to ITMS and CES

RDDMemo for Recommendation toTDICTM to conduct ICT Trainings

RDDMemo (Reply) to Requesting

PNP Unit/OfficeMemo to CES and ITMS for

accommodation of ICT Trainings

ITMSCoordination with Concerned PNP Unit/Office

for the Conduct ICT Trainings/Submission of After Activity Report

TDICTMFor Signature of After Activity Report

C, PNPSubmission of After Product

Presentation Report



5.3.6.1 The Memo from other PNP Unit/Office requesting to conduct an ICT Training exclusively for their personnel shall be received by the Message Center and shall endorse it to AdmO.

5.3.6.2 AdmO shall forward the Memo/Request to Research and Development Division (RDD).

5.3.6.3 RDD shall prepare a Memo endorsing the request of other PNP Unit/Office to conduct an ICT Training to ITMS (Attn: C, TRD) and CES (Attn: CDTD).

5.3.6.4 ITMS and CES shall prepare a Memo (Reply) regarding the accommodation /non-accommodation of the said request.

5.3.6.5 RDD shall prepare a Memo for Recommendation to TDICTM to conduct ICT Training for the requesting PNP Unit/Office.

5.3.6.6 TDICTM either approve or disapprove the request for ICT Training.

5.3.6.7 RDD shall prepare a Memo (Reply) to be forwarded to the requesting PNP Unit/Office and a Memo to CES (Attn: CDTD) or ITMS (Attn: C, TRD) for the accommodation of ICT Training.

5.3.6.8 CES (Attn: CDTD) and/or ITMS (Attn: C, TRD) will make coordination to the requesting PNP Unit/Office for the conduct of the ICT Training and shall submit an After Activity Report to TDICTM of the said training.

5.3.6.9 TDICTM shall sign on the After Activity Report submitted by CES and/or ITMS, further, to be forwarded to C, PNP.



Procedure in the

processing of the

Request for ICT Training

by Other PNP

Units/Offices

Processing of Request

Preparation of the Recommendation

for Accommodation/Non-

Accommodation of ICT Training

After Activity Report



5.4Procedure in the Conduct of Research and Development on Latest ICT Products and Services

TITLE PROCEDU

RE NO

NO. OF

PAGES

Procedure in the conduct of research and

development on latest ICT products and

services.

InterfacesTraining and Research

Div

This is to determine the procedures in the conduct of research and development on the latest ICT products that are applicable and advantageous to the PNP.

5.4.2 REFERENCES

5.4.2.1 Memo from RDD5.4.2.2 Instruction from TDICTM5.4.2.3 Memo from AD, CES and D, ITMS


5.4.3.1 Research – it is a careful, systematic, patient study and investigation in some field of knowledge, undertaken to discover or establish facts or principles.

5.4.3.2 Development – systemic use of scientific and technical knowledge to meet specific objectives or requirements.

5.4.3.3 Information Communications Technology (ICT) – it is the broader term of IT to explicitly include the field of electronic communications.

5.4.4 REQUIREMENT



5.4.4.1 Memo from the RDD indicated therein the proposed ICT products to be researched.

5.4.5 FLOWCHART

START

END

5.4.6 NARRATIVE

INSTALL the PNP SALARY

SYSTEM

CONNECT INSTALL MAGIC

RDD conduct Research latest ICT products

Check product for Competitiveness

Coordinate to concern Division

ITMSReview/Recommendation

CES Review/Recommendation

RDDConsolidate, Evaluate and Proposed

Ex-O, DICTMFor Comments

DICTMFor Approval



5.4.6.1 RDD will conduct research through the use of internet and other sources such as product demonstration on the latest ICT products and services that are applicable to the needs and advantageous of the PNP.

5.4.6.2 Part of the research is to check the product for its competitiveness as to what will be its usage to the PNP.

5.4.6.3 After the conduct of product research, RDD will coordinate to the different divisions of DICTM about the product for their comments.

5.4.6.4 D, CES and D, ITMS thru a written memorandum will also be request to review the product and give their recommendations if any.

5.4.6.5 RDD will then consolidate and evaluate the reviewed product, then gave a proposal based on the recommendations made by D, ITMS/ D, CES as the case maybe and then forward said proposal to Ex-O, DICTM for comments.

5.4.6.6 After which, the TDICTM will approve/disapprove said proposal.

5.4.7 SERVICE STANDARDS TRANSACTION TYPE Turn Around Time

Procedure in the conduct

of research on the latest

ICT product

Conduct of research on ICT 1-5 days

Preparation of the memorandum for

recommendation

15-30 mins

Consolidation of the recommendations and

submission of the proposal to TDICTM

30 mins

BRIEF THE USER

(Designated NAS Staff)

FILL-UP NMD SF


ENTRUST THE TASK (C, NMD)

ACKNOWLEDGED

RENDERED SERVICE(Client/

DESIGNATE THE TASK

(C, NAS)

PREPARE TOOLS/MATERIALS/F

ORMS (Designate

REPORT THE

ACCOMPLISHED TASK

RECORD and LOG

(NMD Duty of the Day)

NMD SF NOTATION(C, NAS)

RECORD AND

CONSOLIDATE NMD

SERVICE

INSTALL the AV

SOFTWARE

4. DELETE FILES

REPORT THE

ACCOMPLISHED TASK

FILL-UP NMD SF


ACKNOWLEDGED

RENDERED SERVICE(Client/User)


REPORT THE

ACCOMPLISHED TASK

(Designate

DESIGNATE THE TASK

(C, NAS)



ORMS (Designate

RECORD AND

CONSOLIDATE NMD

SERVICE

RECORD and LOG


REPORT THE

ACCOMPLISHED TASK

(C, NAS)

CONFIGURE

BROWSER SETTINGS(Designate

BRIEF THE USER


FILL-UP NMD SF


ACKNOWLEDGED

RENDERED SERVICE(Client/


REPORT THE

ACCOMPLISHED TASK

DESIGNATE THE TASK

(C, NAS)



ORMS (Designate

d NAS

RECORD AND

CONSOLIDATE NMD

SERVICE

RECORD and LOG


BRIEF THE USER


REPORT THE

ACCOMPLISHED TASK

(C, NAS)

INSTALL the

SHARED PIS

12. RUN

FILL-UP NMD SF


ACKNOWLEDGED

RENDERED SERVICE(Client/User)


DESIGNATE THE TASK

(C, NAS)

ACKNOWLEDGED the

MAGIC 7.1e

RUNTIME DONGLE

REPORT THE

ACCOMPLISHED TASK


ORMS (Designate

d NAS


RECORD and LOG


RECORD AND

CONSOLIDATE NMD SERVICE

FORM

DICTM AOM 20091.doc

Documents

Transcript of DICTM AOM 20091.doc