MIS for Local Governance


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PA 109 for Philippine Councilors League Master in Public Administration
LNU Dagupan City

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MIS for Local Governance

  1. 2. <ul><li>MISs Concepts, Principles and Techniques </li></ul><ul><li>Define and understand the term information system </li></ul><ul><li>Understand the benefit of MIS in local governance; and </li></ul><ul><li>To have awareness on the relationship between ICT and Development </li></ul>
  2. 3. Distinction between data and information. data as raw facts, figures, objects is used to make decisions.
  3. 4. Input data resources, facts, statistics Processing /Manipulation of Data/Performing Actions in the data Reports or output of information products Storage of data resources/control of system
  4. 6. <ul><li>Automating: doing things faster </li></ul><ul><li>Organizational learning: doing things better </li></ul><ul><li>Supporting Strategy: doing things smarter </li></ul>Why Use Information Systems?
  5. 7. <ul><li>Support of business operation </li></ul><ul><ul><ul><li>Support of operations, </li></ul></ul></ul><ul><ul><ul><li>management, analysis, </li></ul></ul></ul><ul><ul><ul><li>and decision-making </li></ul></ul></ul><ul><ul><ul><li>functions In an </li></ul></ul></ul><ul><ul><ul><li>organization </li></ul></ul></ul><ul><li>Support of Strategic competitive advantage </li></ul>
  6. 8. Five Key Elements in an Information System Data raw material, unformatted information <ul><li>Data input </li></ul><ul><ul><li>Manual data entry </li></ul></ul><ul><ul><li>Semi automated data entry </li></ul></ul><ul><ul><li>Fully automated data entry </li></ul></ul><ul><li>Examples: </li></ul><ul><ul><li>Payroll </li></ul></ul><ul><ul><li>Sales and ordering </li></ul></ul><ul><ul><li>Inventory </li></ul></ul><ul><ul><li>Purchasing, receiving, shipping </li></ul></ul><ul><ul><li>Accounts payable and receivable </li></ul></ul>Data People Information System Hardware Software Telecommunications
  7. 9. <ul><li>Technology is used to automate a manual process </li></ul><ul><ul><li>Doing things faster, better, cheaper </li></ul></ul><ul><ul><li>Greater accuracy and consistency </li></ul></ul>Data People Information System Hardware Software Telecommunications
  8. 10. computerization Reengineering and restructuring to take full advantage of IT
  9. 11. Internal: Organization: Top, Middle, Rank & File External: Other stakeholder: Constituents, Regulatory Agencies, Suppliers Data People Information System Hardware Software Telecommunications
  10. 12. Information System designed to capture, transmit, store, retrieve, manipulate, display information , & share data
  11. 13. Management Information Systems <ul><li>MIS - is one type of information system that serves activities of planning, controlling and decision-making at the management level, usually take form of performance reports (such as exception or summary reports) </li></ul>
  12. 14. Organization are composed of levels using information or assist in decision making
  13. 15. <ul><li>Strategic management </li></ul><ul><ul><li>Executives develop organizational goals, strategies, policies, and objectives </li></ul></ul><ul><ul><li>As part of a strategic planning process </li></ul></ul><ul><li>Tactical management </li></ul><ul><ul><li>Managers and business professionals in self-directed teams </li></ul></ul><ul><ul><li>Develop short- and medium-range plans, schedules and budgets </li></ul></ul><ul><ul><li>Specify the policies, procedures and business objectives for their subunits </li></ul></ul>Levels of Management Decision Making
  14. 16. <ul><li>Operational management </li></ul><ul><ul><li>Managers or members of self-directed teams </li></ul></ul><ul><ul><li>Develop short-range plans such as weekly production schedules </li></ul></ul>Levels of Management Decision Making
  15. 18. In a very broad sense, the term information system is frequently used to refer to the interaction between people, processes, data, and technology Information System is the orderly grouping of interdependent components linked together according to a plan to support decision making, coordination, control, analysis, and visualization in an organization Data People Information System Hardware Software Telecommunications
  16. 20. Information System are used to build INFORMATION TECHNOLOGY Hardware Software Databases Networks Other related components INFORMATION SYSTEMS Payroll System Inventory System Business Permit Processing System Customer Service System
  17. 21. <ul><li>Available Reports are : </li></ul><ul><li>1.      Personnel Data Sheet </li></ul><ul><li>2.      Inventory of Personnel </li></ul><ul><li>3.      Inventory of Personnel per </li></ul><ul><li>Department </li></ul><ul><li>4.      Celebrant of the Month (Birthday) </li></ul><ul><li>5.      Candidates for Salary Increment </li></ul><ul><li>6.      Candidates for Loyalty awards </li></ul><ul><li>7.      Personnel Movement </li></ul><ul><li>8.      Plantilla </li></ul><ul><li>9.      Service Record </li></ul><ul><li>10.  Employment and Compensation </li></ul><ul><li>PES </li></ul><ul><li>Report on Appointment Issued </li></ul><ul><li>Report on </li></ul><ul><li>Separation/Retirement/Resignation </li></ul><ul><li>Report on Accession </li></ul><ul><li>Data Index Barred for Government </li></ul><ul><li>Service </li></ul><ul><li>  basic information of employee such as: personal information, family background, educational background etc. </li></ul><ul><li>  Monitors employee performance </li></ul><ul><li>  Provides monitoring of Leave of Absence </li></ul><ul><li>  Manages salary increment of employee </li></ul><ul><li>  Manages annual gross income of employee </li></ul>
  18. 23. Submit duly accomplished form Market Division & RPTD Inspection Team Creation of Business Identification Number Assessment of taxes & Fees Verification & Approval of Assessment Payment of Assessed Fees Releasing of Permit Submit duly accomplished form Releasing of approved Billing Statement And receiving of lacking requirements 5 – 10 min 1-2 day 5 min 5 min 5 – 10 min 15 – 30 min Business permit system for new application
  19. 24. Dagupan City is blessed, digitalized, fiber optic and zero downtime, improved processing, improved productivity
  20. 25. Management Functions <ul><li>Get the job done on time </li></ul><ul><li>Within budget </li></ul><ul><li>Satisfactorily </li></ul><ul><li>Using available resources </li></ul><ul><li>Planning </li></ul><ul><ul><li>Devise short-range and long-range plans and set goals to help achieve the plans </li></ul></ul><ul><li>Organizing </li></ul><ul><ul><li>How to use resources </li></ul></ul><ul><li>Staffing </li></ul><ul><li>Recruitment and Selection </li></ul><ul><li>Directing </li></ul><ul><ul><li>Guiding employees to perform their work </li></ul></ul><ul><li>Controlling </li></ul><ul><ul><li>Monitoring progress towards goals </li></ul></ul>Information
  21. 26. Managers have become adept at taking full advantage of the resources of money, materials, methods, and people; but only recently have they begun to make effective use of the fourth major resource – information. <ul><li>Managerial Function </li></ul><ul><li>1 Planning </li></ul><ul><li>Organizing </li></ul><ul><li>Staffing </li></ul><ul><li>Directing/Influencing </li></ul><ul><li>Coordinating/Reviewing </li></ul><ul><li>Budgeting </li></ul>
  22. 27. Middle level (tactical) <ul><li>Low level (operational) </li></ul><ul><ul><li>Supervisor </li></ul></ul><ul><ul><li>Directing and controlling </li></ul></ul>Strategic
  23. 28. <ul><li>Executive level (top) </li></ul><ul><ul><li>Long-term decisions </li></ul></ul><ul><ul><li>Unstructured decisions </li></ul></ul><ul><li>Managerial level (middle) </li></ul><ul><ul><li>Decisions covering weeks and months </li></ul></ul><ul><ul><li>Semi structured decisions </li></ul></ul><ul><li>Operational level (bottom) </li></ul><ul><ul><li>Day-to-day decisions </li></ul></ul><ul><ul><li>Structured decisions </li></ul></ul>
  24. 29. <ul><li>Define the problem </li></ul><ul><li>Design the solution </li></ul><ul><li>Develop alternate solution </li></ul><ul><li>Select the solution </li></ul><ul><li>Implement the solution </li></ul><ul><li>Monitor and evaluate the results </li></ul>System Approach to Problem Solving
  25. 30. <ul><li>In general, information technology means all the technologies associated with gathering, processing, storing, and dissemination of information. However, with the lapse of time and the progress of technologies, the term information technology is given different connotation. </li></ul>
  26. 31. <ul><li>The use of information technology has been an absolute requirement for public administration and management development to provide better service </li></ul><ul><li>It can be said that governance and public administration can not be productive, effective and efficient without the support of modern information technology. </li></ul>
  27. 32. <ul><li>The modern term Information Technology (IT) acquired widespread use only beginning in the late </li></ul><ul><li>1970s and is now used generally to embrace both computer and communications technology and all </li></ul><ul><li>the related software </li></ul>
  28. 33. Status of Income Generation Financial Management Committee <ul><li>Report weekly </li></ul><ul><li>Minutes of the meeting </li></ul><ul><li>Adjustments </li></ul><ul><li>Problems </li></ul>Office of the Mayor
  29. 34. This project aims to recognize LGUs with good governance performance in internal housekeeping particularly on four (4) areas, namely (1) Good Planning; (2) Sound Fiscal Management; (3) Transparency and Accountability; and (4) Valuing of Performance Monitoring. LGUs with the Seal of Good Housekeeping will be qualified for the Performance Challenge Fund for Local Governments Units being handled by the Bureau of Local Government Development Thursday, 19 January 2012 07:46 DAGUPAN CITY – This city has successfully won the coveted Seal of Good Housekeeping award from the Department of the Interior and Local Government (DILG).       &quot;Because of this, the city government will soon receive its PhP 15 million endowment from the DILG to augment its approved 2012 Annual Investment Plan (AIP) initiatives,&quot; said city administrator Vlad T. Mata
  30. 35. The Transformation: From Data to Wisdom <ul><li>Data is transformed into information </li></ul><ul><ul><li>Resources used to organize data into categories </li></ul></ul><ul><ul><ul><li>Examples include monthly reports, regional summaries, etc. </li></ul></ul></ul><ul><li>Information is transformed into knowledge </li></ul><ul><ul><li>Knowledge is understanding patterns, rules and contexts. </li></ul></ul><ul><li>Knowledge is transformed into wisdom </li></ul><ul><ul><li>Collective and individual experience in applying knowledge to solve a problem </li></ul></ul><ul><ul><li>Wisdom is where, when and how to apply knowledge </li></ul></ul>
  31. 37. interdependence Strategic Plan Rules Processes Ordinances Legal Provisions software hardware database telecomm organization Information system
  32. 38. Systems Technology <ul><li>Achievement of </li></ul><ul><li>Effectiveness </li></ul><ul><li>Efficient </li></ul><ul><li>Economy </li></ul><ul><li>Responsiveness </li></ul><ul><li>Productivity </li></ul>People
  33. 40. <ul><ul><li>The Roles of Governments </li></ul></ul><ul><ul><li>in the Use of IT </li></ul></ul><ul><li>Largest user of information technology . </li></ul><ul><li>Data gathering, storing, processing, dissemination and utilization in taxation, customs, and financial management, statistics and census data gathering, elections, development planning, health, education and welfare, social security, land management and agriculture, and so forth. Other areas are police, national security and defense, and research, etc. </li></ul>
  34. 41. <ul><ul><li>The Roles of Governments </li></ul></ul><ul><ul><li>in the Use of IT </li></ul></ul><ul><li>Biggest owner of public information . </li></ul><ul><li>Government Is often the only producer of relevant economic and social information. </li></ul><ul><li>Stimulation of IT use. </li></ul><ul><li>Clearly, e ach government has to chart policies and strategies to exploit its information resources, to develop its information infrastructure, and to promote the utilization of information systems for the purposes of achieving more effective growth of public services. Failure to initiate effective and timely action will </li></ul>
  35. 43. <ul><li>It must be able to provide objective, credible and independent information (group accountable for the integrity of report) </li></ul><ul><li>It should be able to provide timely, accurate and relevant information (time is the essence, accuracy and certainty) </li></ul><ul><li>Integrative –must be relational and are linked with other subsystem </li></ul><ul><li>Focused – it must produce information that suits the needs of users (management and other entities) </li></ul>
  36. 44. <ul><li>Understandable (use of graphs, charts, sounds and video) </li></ul><ul><li>Actionable – it should be able to present information in a form that supports decision making (use parameters for acceptable performance) </li></ul><ul><li>Accessible – the systems must be designed to accommodate a variety of needs of the users </li></ul><ul><li>(Daily reports, weekly, monthly, quarterly and available through computers, emails mobile phones, etc. </li></ul>
  37. 45. <ul><li>Efficient – contribute to the organizational efficiency and performance </li></ul><ul><li>Appropriate – The system must be able to produce reports that reflect the nature of information </li></ul><ul><li>Contextual – reports should provide proper context of information (use benchmark or reference point </li></ul><ul><li>Interpretative – to have an explanation and analysis </li></ul>
  38. 47. Governance Performance Management System <ul><li>Considering the lessons learned, and aware of the evolving notion of governance, the Local Governance Performance Management System , or LGPMS, was developed. With the Bureau of Local Government Supervision taking the lead, stakeholders from various sectors shared time, effort and resources to evolve a pioneering tool which is developmental in nature and strategic in purpose. </li></ul>
  39. 51. SCALING SYSTEM A 5-point scale is applied to group local government performance -- to facilitate the identification of weak and strong points, or to situate localities with high or poor level of development.  Applying a Scaling System also enables the summarizing of indicator values into a higher level of information. In the case of governance indicators, the higher level of information is produced by service areas: Example: Transparency, Participation, Local Legislation, Development Planning, etc.
  40. 53. <ul><li>While in the case of development indicators, the higher level of information is produced by sub-sector and sector:   Example of Sub-sector - State of Health, State of Education, State of Housing and Basic Utilities, Peace and Order Condition; Example of Sector – Social Development Index. </li></ul><ul><li>While in the case of development indicators, the higher level of information is produced by sub-sector and sector:   Example of Sub-sector - State of Health, State of Education, State of Housing and Basic Utilities, Peace and Order Condition; Example of Sector – Social Development Index. The scale of 1 to 5 is also called   “Index”.   For Governance Indicators Result,    the term used is Performance Scale as shown in Box 1.  For Development Indicators Result, the description used is Development Index as displayed in Box 2. </li></ul>
  41. 54. The intangible portion of an information system, which is very crucial and usually neglected, is the organizational issues of an information system. User requirements analysis, data capturing and cleaning, data maintenance and updating, information dissemination and utilization, etc., all need to be well planned and organized. Any information system, no matter how advanced its hardware and software are, can not possibly be successful unless management and organizational issues are a top concern
  42. 55. <ul><li>Find international donors willing to help in computerizing LGU system </li></ul><ul><li>Someone has to champion the need to introduce the idea of ICT in the LGUs </li></ul><ul><li>An ICT Team that will have a hands on for the actual operation to make it smoother </li></ul><ul><li>Upholding the e-governance program of the government </li></ul>
  43. 56. <ul><li>Information Technology Strategic Thinking for Cooperatives </li></ul><ul><li>www.manilavoice.com ; www.cooptrade.net </li></ul><ul><li>Essentials of Management Information Systems </li></ul><ul><li>2003 Prentice Hall www.slideshare.net </li></ul><ul><li>Information System: Strategic Use of IT Megat Zainurul Anuar bin Megat Johari Dreamsoft (M) Sdn Bhd http://www.thedreamsoft.com [email_address] http://megatportfolio.blogspot.com </li></ul><ul><li>Management Information Systems Stephen B. Harsh Department of </li></ul><ul><li>Agricultural Economics Michigan State University harsh@msu.edu </li></ul><ul><li>Philippine Journal of Development SIAR 135, No. 60, 2 nd Sem 2005, Volume XXXII, No.2 </li></ul><ul><li>www.slideshare.com </li></ul><ul><li>Melchor C. Caspillan, Executive Assistant for ICT, Dagupan City </li></ul>