The Government Information Systems (MIS) Coordinator is responsible for planning, directing and coordinating the informati...
<ul><li>Develops and implements a master plan for frequency of tools alternative to match the relative pace of  technology...
JOB FUNCTIONS H.  Serves as administrator of the organization. Manages the specification, modification and installation of...
M.  Implements network security N.  Develops and presents training on new devices and systems features for employees as ne...
JOB QUALIFICATION GIS Coordinator *Graduated from College or University with a Bachelor's Degree Major in Computer Science...
Responsible for a variety of Government Information System (GIS) operations. Coordinates the GIS activities in support of ...
JOB FUNCTIONS GIS Data Clerk <ul><li>Provides advanced and specialized data entry support to department head, professional...
JOB FUNCTIONS GIS Data Clerk 7.  Enters data into computer, edits and retrieves documents, reports, files, etc. 8.  May as...
JOB QUALIFICATION GIS Data Clerk <ul><li>*Graduated from College or University with a Bachelor's Degree Major in Business ...
The Government Information Systems (GIS) Data Clerk Backup Officer Coordinator is to provide a supportive office function ...
JOB FUNCTIONS GIS Data & Information Backup Officer a)  DATA MANAGEMENT •  Assist the organization to capture vital resour...
JOB FUNCTIONS GIS Data & Information Backup Officer b)  TRAINING & QUALITY CONTROL •  Assist employees when/where necessar...
JOB QUALIFICATION GIS Data & Information Backup Officer <ul><li>*  Bachelors Degree from College or University with any IT...
Identifying Data Source Data entry & Verification Roles & Responsibilities Supervision & Oversight Training of Local Staff...
Identifying the role responsibilities for implementing all tasks in the  procedural manual, encompassing the entire scope ...
Clearly identified the responsibilities of key GIS Staff <ul><li>What are the responsibilities of GIS Coordinator? </li></...
<ul><li>What is the source of government information? </li></ul><ul><li>National Government  </li></ul><ul><li>Local Gover...
<ul><li>How is your local GIS building structure & profile managed?  </li></ul><ul><li>Who reviews the building structure ...
<ul><li>How is data entered to your GIS database?  </li></ul><ul><li>Imported – electronic transfer of data (Internet, int...
<ul><li>When is your student data analyzed…..?  </li></ul><ul><li>When it is entered into the system </li></ul><ul><li>Whe...
<ul><li>What is the feedback or correction process when information contains discrepancy?  </li></ul><ul><li>GIS Staff is ...
<ul><li>How is data are sampled for data validation?  </li></ul><ul><li>Random sample  </li></ul><ul><li>Targeted sample  ...
<ul><li>Are sources of data discrepancies identified?  </li></ul><ul><li>-The discrepancies are a result of procedural pro...
<ul><li>How often training of local staff run?  </li></ul><ul><li>Each time a new information in accordance to GIS policie...
<ul><li>How does the organization guarantee data quality and accuracy?  </li></ul><ul><li>Records are sampled for validati...
<ul><li>Where are backups of your GIS database?  </li></ul><ul><li>Local workstation </li></ul><ul><li>External Storage  <...
<ul><li>Local GIS Project Timeline and Strategic Plan: </li></ul><ul><li>First Phase </li></ul><ul><li>- Evaluate project ...
<ul><li>- Provide an employee self-service benefits application for Human Resources </li></ul><ul><li>- Provide an online ...
 
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LGU Government Information System (GIS)

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  • 02/06/12 17:10 © 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • 02/06/12 17:10 © 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • 02/06/12 17:10 © 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • 02/06/12 17:10 © 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
  • LGU Government Information System (GIS)

    1. 4. The Government Information Systems (MIS) Coordinator is responsible for planning, directing and coordinating the information and communications systems of the government. The duties will include overseeing the operation and maintenance of the PC based computer systems network, data processing system, telephone systems, and other business systems and components GIS Coordinator
    2. 5. <ul><li>Develops and implements a master plan for frequency of tools alternative to match the relative pace of  technology prior to government services. </li></ul><ul><li>B. Has responsibility for researching new technologies and products, including hardware, software components, to improve efficiency with the information systems operational structure. </li></ul><ul><li>C. Assists with the specification, purchase and installation of new hardware and equipment. </li></ul><ul><li>Manages the specification, modification/purchase and installation of all new software and software upgrades . </li></ul><ul><li>E. Oversees all telephone changes, including routing for seating assignments </li></ul><ul><li>F.  Manages and develops upgrades to the local government’s telephone system. </li></ul><ul><li>G. Serves as system administrator and resolves hardware, software and networking problems experienced by department employees in a prompt fashion. </li></ul>JOB FUNCTIONS GIS Coordinator
    3. 6. JOB FUNCTIONS H. Serves as administrator of the organization. Manages the specification, modification and installation of upgrades, manages number and access level of authorized users, administers usage and maintenance agreement with provider. I.  Interacts with internal employees on all levels to help resolve IT-related issues and provides answers in a timely manner J. Manages all computer and communications equipment so as to provide for efficient and reliable operation at a reasonable maintenance cost. K. Conducts budget and cost analysis for IT- related projects. L. Oversees the annual line item budget expenditures for operation and maintenance of computer and communications equipments. GIS Coordinator
    4. 7. M. Implements network security N. Develops and presents training on new devices and systems features for employees as needed. O. Oversees the administration and maintenance of computer stations and software for company training programs. P. Develops reporting formats as required. Q. Develops program and programming enhancements as needed and authorized by the software provider. R. Develops and implements a plan for effective internal and external networking . S. Keeps informed on new technologies and implementation strategies. (Participation on International, National and Local ICT-enabled projects). T. Develops Local GIS technology policies and procedures. JOB FUNCTIONS GIS Coordinator
    5. 8. JOB QUALIFICATION GIS Coordinator *Graduated from College or University with a Bachelor's Degree Major in Computer Science or Information System Management or Engineering field preferred   * Four (4) years of job experience in computer information systems maintenance and support   * Experience in IT infrastructure planning and development   * Experience in managing sizable IT budgets per annum   * Strong Team Leading Skills   * Ability to effectively prioritize and execute tasks in a high-pressure environment   * Analytical, organizational, with business management and good communication skills
    6. 9. Responsible for a variety of Government Information System (GIS) operations. Coordinates the GIS activities in support of agency programs. Provides technical assistance to program staff. Does related work as required. SUPERVISION RECEIVED : Works under the direct supervision of the GIS Coordinator, who outlines goals and objectives and reviews work for results. GIS Data Clerk
    7. 10. JOB FUNCTIONS GIS Data Clerk <ul><li>Provides advanced and specialized data entry support to department head, professional or technical staff. </li></ul><ul><li>2. Prepares and provides reports or other materials on general and technical subjects to employees and outside agencies, as directed. </li></ul><ul><li>3. Reconciles data & information reports with funding sources . </li></ul><ul><li>4. Maintains an accurate physical filing system to facilitate GIS process . </li></ul><ul><li>5. Coordinates work of the GIS section to keep a continuous and timely flow of information and documentation both for the government and public via web portal or intranet . </li></ul><ul><li>6. Implements special GIS projects as required and provides technical assistance to program staff . </li></ul>
    8. 11. JOB FUNCTIONS GIS Data Clerk 7. Enters data into computer, edits and retrieves documents, reports, files, etc. 8. May assist in the development of GIS policies and procedures . 9. Conducts quarterly eligibility of information & verification audits . 10. And such other duties as are from time to time assigned .
    9. 12. JOB QUALIFICATION GIS Data Clerk <ul><li>*Graduated from College or University with a Bachelor's Degree Major in Business Administration, Mass Communication, Management or Public Administration. </li></ul><ul><li>  </li></ul><ul><li>* Three months of responsible clerical experience; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities. </li></ul><ul><li>  </li></ul><ul><li>* Knowledgeable in Computer-based applications software </li></ul><ul><li>  </li></ul><ul><li>* Ability to perform data processing activities and complete special projects as required with considerable knowledge of advanced office practices and procedures </li></ul><ul><li>  </li></ul><ul><li>. Ability to perform work with initiative and independent judgment and to use resourcefulness and tact in public contacts </li></ul><ul><li>Ability to maintain complex records and to prepare accurate reports. Ability to understand and apply guidelines to a variety of operational requirements. And Ability to work well with private/public community and government employees. </li></ul>
    10. 13. The Government Information Systems (GIS) Data Clerk Backup Officer Coordinator is to provide a supportive office function towards collaborative project within the bounds of GIS policies and procedures ensuring that computerized records are captures accurately and maintained in prescribed manner. The position requires extensive knowledge in backup, retrieval and security of data and information services. GIS Data & Information Backup Officer
    11. 14. JOB FUNCTIONS GIS Data & Information Backup Officer a) DATA MANAGEMENT • Assist the organization to capture vital resources of information (duties and data flow may vary by facility; data clerk is to facilitate accurate and complete data collection) • Assures both soft/hard-copy of records are stored in the GIS database remains confidential and only limited access by approved individuals is maintained. This includes self and a backup person. • Assist in Management of public information, ensuring legal responsibility towards the community and its jurisdiction. • Assure protection of system and data by performing two system back-ups per day if necessary or per week to assure the standards of quality assurance. • Assist with capture, cleaning, and processing of G2C, G2G or G2B data.
    12. 15. JOB FUNCTIONS GIS Data & Information Backup Officer b) TRAINING & QUALITY CONTROL • Assist employees when/where necessary in developing improved government & public records management. • Provide training and support to other departments to help them execute their responsibilities parallel to the implementation of GIS policies & procedures. • Train and support local community officers in abstraction and summarization of GIS data and analysis. • Quality-check on support facilities to promote data awareness, completeness and quality towards eGovernance.
    13. 16. JOB QUALIFICATION GIS Data & Information Backup Officer <ul><li>* Bachelors Degree from College or University with any IT-related courses. </li></ul><ul><li>  </li></ul><ul><li>* At least six months working experience in an administrative environment. </li></ul><ul><li>  </li></ul><ul><li>* Experience with data management and statistical analysis system is credited but not required. </li></ul><ul><li>  </li></ul><ul><li>* Excellent computer and networking literacy levels, with specific reference to windows backup, Backup retention strategy and other security software programs. </li></ul><ul><li>  </li></ul><ul><li>Unquestioned integrity and ability to deal with confidential matters and excellence driven with an appreciation of accuracy. </li></ul><ul><li>Fluency in both written and spoken local languages and dialects as well as in English Language. Plus ability to work in a team environment. </li></ul>
    14. 17. Identifying Data Source Data entry & Verification Roles & Responsibilities Supervision & Oversight Training of Local Staff Data Validation Project Time Line Security
    15. 18. Identifying the role responsibilities for implementing all tasks in the procedural manual, encompassing the entire scope of the local data collection methods. Clearly identified the roles of staff involved on the GIS Project <ul><li>Who will coordinate the local collection of data? </li></ul><ul><li>Who will conduct the oversight and evaluation of GIS Staff? </li></ul><ul><li>Who does the data entry and programming? </li></ul><ul><li>Who checks the accuracy of the GIS? </li></ul><ul><li>Who responds to inquiry and verifications? </li></ul><ul><li>Who provides staff training? </li></ul><ul><li>Who provides back office support / back up support to GIS clerk? </li></ul><ul><li>Who answers GIS question from local providers? </li></ul>Roles & Responsibilities
    16. 19. Clearly identified the responsibilities of key GIS Staff <ul><li>What are the responsibilities of GIS Coordinator? </li></ul><ul><li>What are the responsibilities of the GIS Data clerk? </li></ul><ul><li>What are the responsibilities of the GIS data & Information backup officer ? </li></ul>Refer to : GIS Composition Roles & Responsibilities
    17. 20. <ul><li>What is the source of government information? </li></ul><ul><li>National Government </li></ul><ul><li>Local Government </li></ul><ul><li>What is the source of community information? </li></ul><ul><li>Educational Sector </li></ul><ul><li>Religious Sector </li></ul><ul><li>Non-Governmental Organizations </li></ul><ul><li>Private Sector </li></ul><ul><li>Other resources (i.e. International Trade) </li></ul><ul><li>How is schedule of data collected? </li></ul><ul><li>Contact is made directly to the national government along with the provincial and local community for resources. </li></ul><ul><li>- Where is the contact information stored? (name,phone,email,etc.) </li></ul>Identifying Data Source
    18. 21. <ul><li>How is your local GIS building structure & profile managed? </li></ul><ul><li>Who reviews the building structure & profile completeness of the local GIS for </li></ul><ul><li>the current calendar year? </li></ul><ul><li>Confirmations & Evaluations are made within the area bounded by the purpose particularly the city or municipal government and its citizens. </li></ul>Identifying Data Source
    19. 22. <ul><li>How is data entered to your GIS database? </li></ul><ul><li>Imported – electronic transfer of data (Internet, intranet, ATM etc.) </li></ul><ul><li>Typed entry – from paper-based quantity (Office Applications, open source, etc.) </li></ul><ul><li>Combination </li></ul><ul><li>How is your data managed and verifies? </li></ul><ul><li>Data is analyzed, fine-tuned, corrected, then published </li></ul><ul><li>Changes– how is the data captured when services have changed? </li></ul><ul><li>Notification between government and the citizens by bulletin, media, phone, e-mail or other related materials. </li></ul><ul><li>What timelines are followed to get data entered into the system? </li></ul><ul><li>Either of the following: </li></ul><ul><li>Data is entered daily, weekly or quarterly. </li></ul><ul><li>Data is entered only at the collection points. </li></ul>Data entry & Verification
    20. 23. <ul><li>When is your student data analyzed…..? </li></ul><ul><li>When it is entered into the system </li></ul><ul><li>When it is flagged for verification </li></ul><ul><li>When other analysis brings the data to everyone’s attention. </li></ul><ul><li>How often is the data verification run? </li></ul><ul><li>Each time a new information or records added to the portal </li></ul><ul><li>Upon import </li></ul><ul><li>Daily/ Weekly / Monthly / Quarterly / or during the collection window </li></ul><ul><li>What are the processes used to discover solutions verifications / discrepancies? </li></ul><ul><li>Resources and data is reviewed </li></ul><ul><li>Evaluation documents are reviewed </li></ul><ul><li>Spot of Identification documents are reviewed </li></ul><ul><li>Resources are contacted </li></ul>Data entry & Verification
    21. 24. <ul><li>What is the feedback or correction process when information contains discrepancy? </li></ul><ul><li>GIS Staff is notified for error and is responsible for correction </li></ul><ul><li>-New meeting is held </li></ul><ul><li>-GIS data source is changed and allocate new directive </li></ul><ul><li>What is the expected time line for feedback and corrections? </li></ul><ul><li>Less than a week ( light errors & minor discrepancies subject to simple revision ) </li></ul><ul><li>Less than a month ( moderate errors & discrepancies effecting normal processes ) </li></ul><ul><li>2-3 Months ( with major errors cause to undergo thorough review of permissible </li></ul><ul><li>reassessment) </li></ul><ul><li>What are the GIS verification processes & routines? </li></ul><ul><li>Duplicate record checks </li></ul><ul><li>Find missing data functions </li></ul><ul><li>Overlap report / Gap report </li></ul><ul><li>Rosters </li></ul><ul><li>Error count reports </li></ul><ul><li>Confirmation report </li></ul>Data entry & Verification
    22. 25. <ul><li>How is data are sampled for data validation? </li></ul><ul><li>Random sample </li></ul><ul><li>Targeted sample </li></ul><ul><li>-records with verification </li></ul><ul><li>What are the organizations 'methods of data validation? </li></ul><ul><li>Comparison of GIS data to resources, evaluation and placement documents. </li></ul><ul><li>-Is the GIS data current and up-to-date? </li></ul><ul><li>-Are all services are correctly accounted for the current year ? </li></ul><ul><li>-What is the Frequency and duration of services reported as they occur? </li></ul><ul><li>-Is the Location of services accurate </li></ul><ul><li>-Is Status of the data accurate at the collection point </li></ul>Data Validation
    23. 26. <ul><li>Are sources of data discrepancies identified? </li></ul><ul><li>-The discrepancies are a result of procedural problems – The local data </li></ul><ul><li>collection process is flawed. Current methods do not deliver accurate data. </li></ul><ul><li>-The discrepancies are a result of conceptual problems – The errors are based on incorrect interpretations or disregard of GIS reporting standards. </li></ul><ul><li>-The discrepancies are a result of data entry problems – Errors are a result of </li></ul><ul><li>typographical, mathematical calculations or human error. </li></ul><ul><li>What procedures are used to address (correct) continued reoccurrence of data errors </li></ul><ul><li>made by the same source? </li></ul><ul><li>Local collection methods are changed to align with GIS standards </li></ul><ul><li>Clarification is made with specific staff </li></ul><ul><li>additional training is provided </li></ul><ul><li>Supervision routines are re-evaluated </li></ul>Data Validation
    24. 27. <ul><li>How often training of local staff run? </li></ul><ul><li>Each time a new information in accordance to GIS policies and procedures added to the system. </li></ul><ul><li>How are instructional documents, guidelines and support material </li></ul><ul><li>GIS workshop presentations, standards etc.) disseminated to all staff? </li></ul><ul><li>Hands-On Training </li></ul><ul><li>E-Mail </li></ul><ul><li>In-service hand out </li></ul><ul><li>Posted on bulletin </li></ul>Training of Local Staff
    25. 28. <ul><li>How does the organization guarantee data quality and accuracy? </li></ul><ul><li>Records are sampled for validation, a “file review” to determine GIS </li></ul><ul><li>accuracy </li></ul><ul><li>Comparison of the GIS data to actual services on the community or public information access and other relevant documents, (subject for evaluation, placement etc.) </li></ul><ul><li>Are all verification reports and responses made to GIS reviewed? </li></ul><ul><li>Administration signs off on verification responses. </li></ul><ul><li>How are GIS duties supervised, monitored and evaluated? </li></ul><ul><li>Are Expectations of quality and measurable targets met? </li></ul><ul><li>Do staff Examination of in-service materials passed? </li></ul>Supervision & Oversight
    26. 29. <ul><li>Where are backups of your GIS database? </li></ul><ul><li>Local workstation </li></ul><ul><li>External Storage </li></ul><ul><li>-On a CD /Flash Drive </li></ul><ul><li>-External hard drive </li></ul><ul><li>Network / Server </li></ul><ul><li>Other Storage devices </li></ul><ul><li>How often is the database backed up? </li></ul><ul><li>Daily or Weekly </li></ul><ul><li>After the collection is completed </li></ul><ul><li>Access to the MIS Database : Who has access? </li></ul><ul><li>All users are identified </li></ul><ul><li>Local security policy is applied to the MIS database </li></ul><ul><li>Passwords set according to local security policy </li></ul><ul><li>Access to the back up databases must be documented </li></ul>Security
    27. 30. <ul><li>Local GIS Project Timeline and Strategic Plan: </li></ul><ul><li>First Phase </li></ul><ul><li>- Evaluate project deployment to serve the online needs of specific Local </li></ul><ul><li> Government Unit. </li></ul><ul><li>- Establish integrated web portal and web application thus creating one </li></ul><ul><li> community profile for local government and its citizen </li></ul><ul><li>- Implement departmental content management tools to facilitate ownership </li></ul><ul><li> , accuracy and maintenance of departmental web content </li></ul><ul><li>Second Quarter </li></ul><ul><li>- Deploy additional-developed online applications by assessing and evaluating </li></ul><ul><li> and evaluating the needs of both government & citizens </li></ul><ul><li>- Redesign the community website to address management needs to promote </li></ul><ul><li> a more active role in the community </li></ul><ul><li>- Assess and deploy internet-based applications to provide online registration </li></ul><ul><li> and payment capabilities </li></ul><ul><li>Third Phase </li></ul><ul><li>- Redevelop the Planning and Zoning section of the website/portal to include </li></ul><ul><li> up-to-date public information </li></ul>Project Time Line
    28. 31. <ul><li>- Provide an employee self-service benefits application for Human Resources </li></ul><ul><li>- Provide an online plan review application for Public Works. </li></ul><ul><li>- Evaluate printed business system documents as candidates for archival to </li></ul><ul><li> electronic media. </li></ul><ul><li>- Assess the current Government Records Management System and determine </li></ul><ul><li> appropriate replacement options to address application deficiencies. </li></ul><ul><li>- Identify departmental mobility needs and determine appropriate solutions. </li></ul><ul><li> Deploy technology that facilitates integrated application solutions. </li></ul><ul><li>- Provide department specific applications, services and information to </li></ul><ul><li> employees through intranet. </li></ul><ul><li>Last Phase </li></ul><ul><li>- Increased administrative functionality and features by system upgrades. </li></ul><ul><li>- Full integration of webserver and sharepoint to a user-friendly virtual </li></ul><ul><li> environment </li></ul><ul><li>- Deployment of central webpage subscription service for Public Information </li></ul><ul><li>- Completed GIS project </li></ul>Project Time Line
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