dictm aom 2009.doc

Administrative and Operations Manual

PNP DIRECTORATE FOR INFORAMTION AND COMMUNICATIONS TECHNOLOGY

ADMINISTRATIVE

I. BACKGROUND

A. Introduction

The PNP to be able to cope up with the fast paced development of Information and Communications Technology (ICT) is formalizing an establishment of an office that will manage and formulate vital policies for the development and administration of ICT resources such are: Hardware; Software (Operating System for Client and Server, Development Tools, Database Management Software, Network Software, Productivity Application Software, Cross-industry Application Software); Network Devices; Telecommunications; System Models; Management Services; and ICT Personnel.

B. 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.

As provided for in RA 6975 is the creation of two (2) Support Units that will manage Telecommunications and Information System development, which are the Communications and Electronics Service and Computer Service, respectively. With the current integration of Information Technology and Telecommunications that resulted in the fusion of Information Systems and Data Communication which is now called “Cyberspace or the Internet”, the PNP organization aligned with the creation of the CICT and to address this assimilation of technology prompted for the Creation of the Directorate for Information and Communications Technology Management as policy making body of the organization pertaining to synergy of Information System development over a digital data network.



C. 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.

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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.

D. 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

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 Information

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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

PPD (Plans & Programs

Division)

SIMD (Systems Integration and Mgmt. Division)

RDD (Research and

Development Division)

RICTOs



Mgmt EX-O – Executive Officer

and Communications Technology Offices

II. OFFICES FUNCTIONS AND JOB DESCRIPTIONS

A. Office of the Director for Information and Communications Technology Management

1. The Director for Information and Communications Technology Mgmt

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.

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

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

Perform other duties as directed by the C, PNP.

2. The Deputy Director for Information and Communications Technology Management

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

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

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

3. The Executive Officer

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

Closely supervises the implementation of various policy, plans, programs, projects and activities of the directorate.



Supervises the administration and operational functions of the directorate such as personnel, logistical and financial managements of the directorate.

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

Performs other duties as directed by TDICTM.

Administrative Officer (ADMO)

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

o Ensures the proper administration of personnel, equipment of the Service

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

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

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

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

Personnel Officer

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

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

o Prepares and updates the directorate’s Qualifications Standard.

o Prepares the assessment proposals of candidates for promotion.

o 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.

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

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Budget and Fiscal Officer

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

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

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

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

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

o Performs other duties as may be directed by TDICTM.

B. Divisions

1. Plans and Programs Division

Set policy agenda on ICT promotion and development. 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.

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

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

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

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

Reviews and updates existing PNP Information System Strategic Plan (ISSP).

Develops and updates PNP Telecommunication Systems Strategic Plan and integrate it to the PNP ISSP.

Formulate, implements and reviews policies and guidelines on Information Security and Cybercrime law enforcement.



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

Reviews and updates existing ICT policies and guidelines of the PNP as necessary.

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

Performs other tasks as directed by TDICTM.

Chief, Plans and Programs Division

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

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

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

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

o Performs other functions as may be directed by DICTM.

Assistant Chief, Plans and Programs Division

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

o Analyses and evaluates reports to be submitted to higher authority.

o Assists in monitoring the execution of the Plans and Programs on ICT.

o Reviews the annual ICT development plan for the PNP.o Assists in undertaking studies on the development and

implementation of special ICT projects.o Performs other related functions as directed by TDICTM.

Policies and Plans Section

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o Reviews and updates existing ICT policies and plans of the PNP.

o Formulates policies in support to PNP thrust on ICT development based on the PNP ISSP.

o Reviews and updates existing PNP Information System Strategic Plan (ISSP).

o Develops and updates PNP Telecommunication Systems Strategic Plan and integrate it to the PNP ISSP.

o Formulate, implements and reviews policies and guidelines on Information Security and Cybercrime law enforcement.

o Performs other related functions as directed by the DICTM.

Program Management Section

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

o Reviews and updates existing programs of the PNP on ICT.o 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.

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

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


Monitoring and Evaluation Section

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

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

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


Organizational Structure



2. Systems Integration and Management Division

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

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

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

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

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

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

Chief, Systems Integration and Management Division

o Supervises and monitors the direction and execution DICTM Plans and Programs on integration and

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Policies and PlansSection

Monitoring and Evaluation Section

Program Management

Asst Chief, Plans and Programs

Chief, Plans and Programs Division



management of Information System and Telecomunications.

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

o 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.


Assistant Chief, Systems Integration and Management Division

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

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

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

o Performs other related functions as directed by TDICTM.

Information System Integration and Management Section

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

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




Communications and Electronics System Section

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

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

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

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

o Manages the radio frequency spectrum allocated to the PNP.

o Formulates, supervises and evaluates the implementation of plans for integrated telecommunications system of the PNP.



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Information SystemsIntegration and Mgmt

Section

Communications and Electronics System

Asst Chief, SIMD

Chief, Systems Integration and Mgmt



3. Research and Development Division

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

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

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.

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

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

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

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

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

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

Chief, Research and Development Division

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

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



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

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

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


Assistant Chief, Research and Development Division

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

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

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

o Performs other related functions as directed by TDICTM.


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

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

o 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.

o Formulates, supervises and evaluates the implementation of research-related projects and activities for the

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formulation, review and updates of the PNP ISSP and Telecommunication Systems Strategic Plan



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

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

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

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





Asst Chief, Research and Development

Chief, Research and Development



II. OPERATIONS

A. STAFF OFFICES

1. ADMINISTRATIVE OFFICE

1.1. Certification

TITLE Procedure No. No. of PagesCertification 1.1 3

INTERFACES PNPCS 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 Claims1.1.4.1.1. Implementing Order like RCA Order, Long Pay Order and the

likes.1.1.4.2. For Loan Purposes

1.1.4.2.1. Filled out Loan Form from Lending Investor1.1.4.2.2. Latest Photocopy of Pay slip

1.1.4.3. Others1.1.4.3.1. Client Purpose

dictm aom 2009.doc

Documents

communications technology

integrated information

existing information

advance information

fusion of information

communications technology

strategic ict systems

advances ict development