Assessment Project for HEMIS Implementation at the Institutional Level
Assessment Project for
HEMIS Implementation at
the Institutional Level
Survey Questionnaire
Version 3.2
This Survey Questionnaire will require approximately 40 minutes to complete, especially if the
respondent has an updated copy of their Information Systems Strategic Plan (ISSP) or similar
document. For inquiries on any of the items, the respondent may get in touch with CHED through
the contact details indicated below. The Survey Questionnaire is to be accomplished by all Higher
Education Institutions (HEIs) in the Philippines and submitted to CHED on or before 18 December
2015.
Contact:
Office of Policy, Planning, Research and Knowledge Management (OPRKM)
Telephone: +632 441 1169
Email address: [email protected]
Part I of the Survey is patterned after the DOST-ICTO ISSP template.
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Assessment Project for HEMIS Implementation at the Institutional Level
Table of Contents
ABBREVIATIONS AND ACRONYMS ................................................................................................................... 2
INTRODUCTION ........................................................................................................................................... 3
PART I INFORMATION SYSTEM (IS)-SPECIFIC .................................................................................................... 5
SECTION 1 ORGANIZATIONAL PROFILE ........................................................................................................ 5
SECTION 1.1 INSTITUTION’S PROFILE ...................................................................................................... 5
SECTION 1.2 THE HEI AND ITS ENVIRONMENT (FUNCTIONAL INTERFACE CHART) ........................................... 8
SECTION 1.3 PRESENT ICT SITUATION (STRATEGIC CHALLENGES) ................................................................ 9
SECTION 1.4 STRATEGIC CONCERNS FOR ICT USE ................................................................................... 10
SECTION 2 RESOURCE REQUIREMENT ....................................................................................................... 11
SECTION 2.1 DEPLOYMENT OF ICT EQUIPMENT AND SERVICES ................................................................. 11
SECTION 2.2 ICT ORGANIZATIONAL STRUCTURE ..................................................................................... 15
SECTION 3 DEVELOPMENT AND INVESTMENT PROGRAM .............................................................................. 18
SECTION 3.1 SUMMARY OF INVESTMENTS ............................................................................................. 18
PART II ICT INFRASTRUCTURE INVENTORY ..................................................................................................... 20
PART III OTHER RELATED CONCERNS ............................................................................................................ 30
PART IV BEST PRACTICES ............................................................................................................................ 37
SECTION 1 ICT BEST PRACTICES ............................................................................................................... 37
SECTION 2 IS BEST PRACTICES ................................................................................................................. 42
SECTION 3 LEVEL OF MATURITY ............................................................................................................... 42
ANNEX A DEFINITION OF TERMS .................................................................................................................. 45
CHED Survey Questionnaire
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Assessment Project for HEMIS Implementation at the Institutional Level
ABBREVIATIONS AND ACRONYMS
CHED
Commission on Higher Education
CHEDCO
CHED Central Office
CHEDRO
CHED Office
CMO
CHED Memorandum Order
DOST-ICTO
Department of Science and Technology – Information and Communications
Technology Office
HEI
Higher Education Institution
HEMIS
Higher Education Management Information System
ICT
Information and Communications Technology
IS
Information System
ISSP
Information Systems Strategic Plan
LUCs
Local Universities and Colleges
MFO
Major Final Output
MIL
Maturity Indicator Level
MITHI
Medium-term Information and Communications Technology Harmonization
Initiative
PHEI
Private Higher Education Institution
PhP
Philippine Peso
RUS
Regional University System
SO
Special Order
SUCs
State Universities and Colleges
CHED Survey Questionnaire
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Assessment Project for HEMIS Implementation at the Institutional Level
INTRODUCTION
This project of the Commission on Higher Education (CHED) supports the implementation of the CHED
Information
Systems
Strategic
Plan
(ISSP)
2013-2017
which
is
a
5-year
Information
and
Communications Technology (ICT) successor plan of CHED focusing on the requirements of providing
connectivity of Higher Education Institutions (HEIs) and linkage of systems and databases to the
Commission. In this regard, CHED enjoins your Institution in accomplishing the Assessment Project for
the Higher Education Management Information System (HEMIS) Implementation at the institutional
level. All HEIs are to participate in this project as this will lead to the preparation of the Philippine
Higher Education ISSP, which when implemented, shall provide quality applications that will aid not
only CHED in its developmental projects and programs but also the HEIs in their day to day operations.
This Nationwide Survey (“the Survey”) intends to collect data from all HEIs to assess their overall
capacity and situation with regard to ICT utilization. The project aims to prepare the conceptual
framework, policies and requirements specifications for implementing the HEMIS at the institutional
level taking into consideration the best practices among the HEIs or model institutions that exemplify
the use of ICT-enabled services in higher education. This research project is expected to specifically
provide the following:

Levels of ICT readiness of the State Universities and Colleges (SUCs), Local Universities and
Colleges (LUCs), other Government Schools offering Higher Education Programs, and Private
Higher Education Institutions (PHEIs) in relation to the implementation of HEMIS in terms of
detailed inventory and analysis of the assessment conducted taking off from the MITHI Survey
of 2012;

Compendium of best practices on ICT initiatives to support the SUCs, LUCs, other Government
Schools offering Higher Education Program, and PHEIs;

ICT Strategic Plan for the Philippine Higher Education as part of the Higher Education Strategic
Plan and Public Higher Education Reform including the possible input for the Regional
University System (RUS) and typology projects; and

Policies and requirements specifications for the SUCs, LUCs, PHEIs and other Government
Schools offering Higher Education Program to fully implement the HEMIS, complementing to
the CHED ISSP 2013-2017 leading to the integration of the Philippine Higher Education
System.
The Survey covers different aspects of ICT in HEI setting, divided into four (4) parts. Part I is focused
on the organizational profile of the HEI as well as its ICT resource requirement. As CHED is a
government agency the same as the SUCs which are funded by the government, Part I of the Survey is
patterned after the DOST-ICTO ISSP (Revised 2014) Template.
Part II covers the existing ICT infrastructure like the hardware, software, network and other ICT
resources that are being used to manage information in the HEI. Data gathered from this portion of
the Survey shall serve as an input to developmental activities and for budget purposes. Part II basically
adopted the entire Annex 5A of DOST-ICTO ISSP (Revised 2014) Template for ease of harmonization
and consolidation of the government project.
Part III deals with system functions that may already be present in the prevailing Information Systems
currently being used in the HEI. It also deals with data sets that may be available from these systems
which the HEI uses in developing their policies and aid in their decision-making.
CHED Survey Questionnaire
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Assessment Project for HEMIS Implementation at the Institutional Level
Part IV is a template that the HEI can use to share the IS best practices that are already in place in their
Institution. These best practices shall be collated and shared to all HEIs after the survey.
To facilitate in accomplishing the completion of the survey, we provided examples that you can use as
reference. In which case, you should replace these examples with what is applicable to your Institution.
Instructions in filling out the tables are provided as footnotes or just below the table. Your feedback is
essential to this project. Please answer each item as accurate as possible. We highly appreciate your
taking the time to complete the Survey.
Please submit the accomplished Survey on or before 18 December 2015 to CHEDCO. Softcopy should
be stored on a CD and a hardcopy signed by the respondent and Head of the Institution.
CHED Survey Questionnaire
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Assessment Project for HEMIS Implementation at the Institutional Level
PART I INFORMATION SYSTEM (IS)-SPECIFIC
SECTION 1 ORGANIZATIONAL PROFILE
SECTION 1.1 INSTITUTION’S PROFILE
Name of Institution
Type of Institution
State University/College (SUC)
Local University/College (LUC)
Other Government School offering
Higher Education Program
Private HEI
Address
URL/Website
Name of the Head of Institution
Position / Designation
Contact Number (include Area Code)
Email Address
Signature
Name of Respondent (CIO/MIS Head, IS Planner)
Position / Designation
Organizational Unit / Department
Contact Number (include Area Code)
Email Address
Signature
Current Organizational Budget
PhP
Current Annual ICT Budget1
PhP
Other Sources of Funds
PhP
1
Indicate the Total Annual ICT Budget for the current fiscal year. Other possible sources of funds should be
indicated separately.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
1. Organizational Structure:
[Insert your Institution’s Organizational Structure here or on a separate page.]
Total No. of Employees2
Number of Extension Campuses (if any)
Number of Provincial Campuses (if any)
Number of Other Offices (e.g. other facilities
2
Indicate the total number of employees including those on part-time or full-time basis, regular, contractual and
casual employees and those assigned to regional/extension, provincial and other offices/campuses. Indicate the
number of regional offices, provincial offices and other offices/campuses, if any.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
outside the campus.)
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
For HEIs owning other Institutions like review centers, research facilities, etc.
ORGANIZATIONAL
UNIT1
NAME OF
INSTITUTION/ AGENCY
HEAD2
DESIGNATED IS PLANNER3
NAME3a
DESIGNATION/
POSITION3b
E-MAIL
ADDRESS3c
NUMBER
OF
EMPLOYEES4
CURRENT
ANNUAL ICT
BUDGET5
CONTACT
NUMBER3d
For each organizational unit:
2
- List all campuses, regional/extension/field/provincial offices/campuses (if any) under the control and supervision of the Institution.
2 - Indicate the complete name of the Institution head.
3 - Indicate the complete name of the IS Planner of each unit, their respective plantilla position, e-mail address/es and contact number/s.
4 - Indicate the total number of employees to include part-time or full-time basis, regular, contractual and casual employees.
5 - State the Total Annual ICT Budget (as reported per GAA for SUCs) for the current fiscal year.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
SECTION 1.2 THE HEI AND ITS ENVIRONMENT (FUNCTIONAL INTERFACE CHART)3
Example (CHED)
3
Illustrate the Institution and its linkages with its clientele, stakeholders, beneficiaries and other organizations/institutions whether in government, private or non-
government institutions that greatly help/contribute in the attainment of the Institution’s MFOs.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
SECTION 1.3 PRESENT ICT SITUATION (STRATEGIC CHALLENGES)4
Example:
Mission Critical

The University has 3 campuses in the same city but not yet interconnected. For each of the campuses, ICT infrastructure supports teachers
and administrators to effectively plan, design, deliver, assess and report for contemporary learning. Over the years, however, reliability of
the ICT infrastructure has declined and response times for technical support have been long.
This present situation has limited the provision of a highly accessible and efficient use of ICT for learning, teaching and Administration. It is
deemed beneficial for the University to upgrade its IT Infrastructure and interconnect the 3 campuses within the City.
4
Briefly describe in narrative form the current level of computerization of the Institution in terms of: (1) mission critical/frontline services, (2) office automation, and 3) web
presence. Institution should be able to assess the extent of ICT use within the organization, indicate percentage (%) of computer literacy, and computer ratio/density. The
narrative description presents the macro view of business operations and ICT situation e.g. inter-school or -agency applications, interoperability, standards, etc.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
SECTION 1.4 STRATEGIC CONCERNS FOR ICT USE5
MAJOR
CRITICAL
FINAL OUTPUT1
MANAGEMENT/OPERATING/
Example:
Enrollment Services
1. Pre-enrollment
2. Assessment
3. Scheduling
4. Enrollment
5
BUSINESS SYTEMS2
Example:

Assessment, Enrollment
and Scheduling
PROBLEMS3
INTENDED
USE OF ICT4
Example:
Example:



Difficulty in manually administering
pre-enrollment; scheduling of subjects
and classrooms as well as faculty
workload; manual assessment and
enrollment process.
Computerized Integrated
Assessment, Enrollment and
Scheduling System.
Difficulty in monitoring and manually
adjusting schedules and subjects
enrolled
Instructions (Examples are provided in each column for your reference):
1 - List each MFO which can be enhanced or facilitated by the adoption of ICT. In case the MFO approved by DBM is too broad, please cite the specific product or service
under each MFO that can be enhanced or facilitated through ICT.
2 - Describe the actual business operations/activities performed by the organization in relation to Col. 1.
3 - Refers to the barriers/obstacles that hinder or cause delay in the performance of the business operations/activities identified in Col. 2.
4 - Indicate the intended ICT solution to address the problems cited in Col. 3.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
SECTION 2 RESOURCE REQUIREMENT
SECTION 2.1 DEPLOYMENT OF ICT EQUIPMENT AND SERVICES6
I T E M1
NAME OF OFFICE/
Existing
PROPOSED NUMBER
ORGANIZATIONAL UNITS2
Number of
OF UNITS3
Units
YEAR 1
YEAR 2
YEAR 3
1. Hardware
Mainframe
Server
File Server
Database Server
Application Server
Web Server
Antivirus Server
Gateway
Firewall
Email Server
Domain Name Service Server
DHCP Server
Desktop PC
6
Instructions:
1.
Describe in general terms the ICT equipment to be deployed (e.g. laptop, desktop). Please do not include detailed technical specifications.
Existing ICT inventory should be listed separately. Please refer to Part II. For those who have accomplished the 2012 MITHI ICT Resources Survey,
kindly update, complete and transfer the data to Part II of this survey (Annex A-5 in the 2012 MITHI ICT).
2.
Indicate the location where the ICT equipment will be deployed.
3.
Specify the number of units to be deployed.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
I T E M1
NAME OF OFFICE/
Existing
PROPOSED NUMBER
ORGANIZATIONAL UNITS2
Number of
OF UNITS3
Units
YEAR 1
YEAR 2
YEAR 3
Laptop / Notebook / Notebook PC
Lightweight Laptop
Tablet PC
Printer
Multi-function Printer
Wide-format Printer or Plotter
Network Printer
Printer only
2.
Other IT Equipment and Peripherals
Book Scanner
Microfiche / Microfilm Reader
Mobile Phone (incl. smart phones)
Digital Camera
Small Scanner (e.g. flatbed scanner)
Storage Array
Hard Disk for Storage Array
Heavy Duty Duplicating Equipment
Hard Disk (SCSI)
Hard Disk (SATA/PATA)
Enclosure. Rack Mount
External Hard Drive
Smart Card Reader
Multimedia Projector
CCTV System
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
I T E M1
NAME OF OFFICE/
Existing
PROPOSED NUMBER
ORGANIZATIONAL UNITS2
Number of
OF UNITS3
Units
YEAR 1
YEAR 2
YEAR 3
Generator Set
3. Network and Telecommunications
Router
Core Switch
Switch Hub
Firewall
Uninterruptible Power Supply (UPS) , Rack
Mount
Digital Line Subscription
Structured Cabling
Internet Connectivity (in MBPS)
4. Software Requirements
Desktop OS
Network OS
Development Languages
DBMS
MySQL/LSV
PosgresSQL/LSV
MariaDB
MS SQL Server
Office Productivity
Open Office
MS Office
Desktop Publishing
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
I T E M1
NAME OF OFFICE/
Existing
PROPOSED NUMBER
ORGANIZATIONAL UNITS2
Number of
OF UNITS3
Units
YEAR 1
YEAR 2
YEAR 3
GIS Software
Antivirus
Web Browser
Mozilla Firefox
Opera
Other Software Package
OpenProj / LSV
MS Visio 2010 (latest Version)
5. ICT Services
Student Information & Accounting System
Human Resource Information System
Faculty Development InformationSystem
Equipment and Supplies Inventory System
Project Management System
Document Tracking System
Knowledge Portal
Electronic New Government Accounting System
(ENGAS)
Others, please specify (continue on a separate
sheet if necessary)
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
SECTION 2.2 ICT ORGANIZATIONAL STRUCTURE
2. Existing ICT Organizational Structure7
7
Draw your existing ICT Organizational Structure. Indicate number of permanent, contractual, outsourced or project-based manpower by position. (Example: Computer
Programmer III: permanent = 0, contractual = 10, outsourced = 5, project-based = 2)
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
3. Proposed ICT Organizational Structure8
8
Illustrate your proposed ICT Organizational Structure. Indicate number of permanent, contractual, outsourced or project-based manpower by position
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
4. Placement of the Proposed ICT Organizational Structure in the Institution’s Organizational Chart9
9
Show how your proposed ICT organizational structure will be placed in the Organizational Chart. Specify what office will have direct supervision and
control over it.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
SECTION 3 DEVELOPMENT AND INVESTMENT PROGRAM
SECTION 3.1 SUMMARY OF INVESTMENTS
BUDGET ITEM/
ACCOUNT1
EXISTING
PHYSICAL
COST
YEAR 12
PHYSICAL
TARGETS
YEAR 22
COST
PHYSICAL
TARGETS
YEAR 32
COST
PHYSICAL
TARGETS
COST
1. Office Productivity
A. Maintenance and Other Operating
Expenses (MOOE)
 LEASE OF LAPTOPS
 Office productivity tools
2. Internal ICT Project 1
A. CAPITAL OUTLAY
 Hardware
 Other office equipment
 Civil works
B. Maintenance and Other Operating
Expenses (MOOE)
 Software subscription
 Internet service
 Systems development
 Office supplies
Fill-out Instructions:
1-
Please include continuing costs of existing operational applications/information systems/databases.
2-
Indicate the physical targets and corresponding estimated cost needed for each budget item.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
BUDGET ITEM/
ACCOUNT1
EXISTING
PHYSICAL
COST
YEAR 12
PHYSICAL
TARGETS
YEAR 22
COST
PHYSICAL
TARGETS
YEAR 32
COST
PHYSICAL
TARGETS
COST
3. Cross-Agency ICT Project 1
A. CAPITAL OUTLAY
 Hardware
 Civil Works
B. Maintenance and Other Operating
Expenses (MOOE)
 Software subscription
 Professional services
 Training
4. Continuing Expenses for Existing Systems
A. Maintenance and Other Operating
Expenses (MOOE)
 Software subscription
 Internet service
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
PART II ICT INFRASTRUCTURE INVENTORY
INSTITUTION NAME:_____________________________________________________________________________
Respondent (IS Planner/CIO/MIS Head) 10: _________________________________________________________
Position / Désignation: __________________________________________________________________________
Division/Section/Unit:___________________________________________________________________________
Mobile/Telephone/Fax Number: _________________________________________________________________
Respondent’s Email Address: ____________________________________________________________________
OBJECTIVES:
1.
To identify the hardware, software, network and other ICT resources being used to manage
information by SUCs and HEIs;
2.
To update existing benchmark and standards; and
3.
To provide inputs to the MITHI Steering Committee in determining the ICT budget
requirements of the agency.
1.
HARDWARE / OTHER ICT EQUIPMENT
Fill-out Instruction:
Please count all existing computing devices and peripherals owned or leased by your office that are
functioning including those acquired through projects. In case of multi-year contract for leased units, then
just write the number of units under the appropriate year when the leased units were acquired. Do not
include in succeeding years unless another batch was leased. Reference year is last year. Kindly replace
“last year” and preceding years by the actual year number. For example, if last year is 2014, then write
2014 under the 1st column. For last 2 years, write 2013 and for last 3 years, write 2012.
10
In case all three positions are occupied by different persons, then the IS Planner should have priority in answering
this survey.
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
1.1 Number of Computing Devices and Peripherals by Type and by Year Acquired
TOTAL NUMBER OF FUNCTIONING UNITS BY YEAR ACQUIRED
TYPES
<Last Year>
Owned
Leased
<Last 2 Years>
<Last 3 Years>
Owned
Owned
Leased
Leased
More
than 3
years
Mainframe
Servers
Desktop PC
Laptop / Notebook / Netbook PC
Mobile Phone11 (incl. smart phones)
Tablet PC
Multi-function printer (print, copy, etc.)
Printer only
Digital Camera (Include DSLR, if any)
Wide-format Printer or Plotter
Small Scanner (ex. flatbed scanner)
Smart Card Reader
Wide-format Scanner
External Hard Drive
Generator Set
Others, please specify (continue on a
separate sheet if necessary)
11
Count only the mobile phones owned or leased by your Institution.
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
1.2 Number of Computing Devices and Peripherals by Usage
General
Administration and
Operations
Support Services
TYPES
Employees
Training
Frontline
Support to
Services13
Operations12
Projects
(Not agencyfunded)
Servers
Desktop PC
Laptop / Notebook / Netbook PC
Multi-function printer (print, copy, etc.)
Printer only
1.3 Number of Servers by Capacity and by Location
TOTAL CAPACITY OF HDD
LOCATION
IN-HOUSE
CO-LOCATED
Above 4 TB
2 TB to 4 TB
Below 2TB
2.
SOFTWARE, APPLICATION SYSTEMS, INFORMATION SYSTEMS AND DATABASES
2.1 Operating Systems
2.1.1
OS for Stand-alone PCs (desktops and laptops)
OPERATING SYSTEM
Lifetime License?14
If not, write below the year of expiration
Older than Windows XP
Windows XP
Windows Vista
Windows 7
Windows 8 and up
Linux
Mac OS
12
Those used in planning, coordination, internal training, monitoring and evaluation.
13
Those used by external clients.
14
Mark if yes. Examples are OEM license (software is already installed in the hardware) and Enterprise (Perpetual)
license, which does not require renewal and is for life long. (Source: http://www.manageengine.com/products/servicedesk/help/adminguide/configurations/software/software-license-type.html)
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
OPERATING SYSTEM
Lifetime License?14
If not, write below the year of expiration
Mac OS X
Others, please specify (continue on a
separate sheet if necessary)
2.1.2 OS for Workstations (desktops and laptops)
OPERATING SYSTEM
Lifetime License?
If not, write below the year of expiration
Lifetime License?
If not, write below the year of expiration
Older than Windows XP
Windows NT
Windows XP
Windows Vista
Windows 7
Windows 8 and up
Solaris
Linux
Mac OS
Others, please specify (continue on a
separate sheet if necessary)
2.1.3
OS for Servers
OPERATING SYSTEM
Windows NT
Windows 2000
Windows Server 2003
Windows Server 2008
Windows Server 2012
Solaris
OpenSolaris
OS/2
Linux
Mac OS X Server
Others, please specify (continue on a
separate sheet if necessary)
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
2.2 Office Automation Software
SOFTWARE / APPLICATION PACKAGE
Lifetime License?
If not, write below the year of expiration
Older than MS Office 2003
MS Office 2003
MS Office XP
MS Office 2007
MS Office 2010
MS Visio
MS Project
Open Project
Open Office
Others, please specify (continue on a
separate sheet if necessary)
2.3 Operational15 Oversight / Administrative Systems (please refer to the examples16 below).
NAME OF SYSTEM
(Please list down
the name/s of your
administrative
system/s)
Own
Intellectual
Property,
Y or N?17
DEVELOPMENT
PLATFORM
(ex.LAMP, .Net,
Java)
WORKING
ENVIRONMENT
18
(Use codes
below)
USE19
MAINTENANCE
COST
(Pls. write
codes only;
refer below)
15
Include only those currently being used by your office or agency.
16
Payroll System, 201 File Information and Promotion System, Vehicle Monitoring System, Document Tracking System,
Attendance and Leave Monitoring System, Financial Management Information System, Inventory System, Records
Management System
17
Write Y for Yes if your agency has intellectual property right to the system. Write N for No.
18
WORKING ENVIRONMENT: S - Stand alone; C – Client-Server; W - Web-based
19
USE: 1 – Public Financial Management; 2 – Citizen Frontline Services; 3 – Ease of Doing Business; 4 – Higher
Education; 5 – Basic Education; 6 - Health; 7 – Justice, Peace and Order; 8 – Energy; 9 – Land and Other Geospatial
Information; 10 – Disaster and Climate Change Management; 11 – Public Works and Transport; 12 – iGov and ICT
Infrastructure; 13 – Transparency and Citizen’s Participation; 14 – Citizen Registry; 15 – Others, please specify.
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
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Assessment Project for HEMIS Implementation at the Institutional Level
NAME OF SYSTEM
(Please list down
the name/s of your
administrative
system/s)
Own
Intellectual
Property,
Y or N?17
DEVELOPMENT
PLATFORM
(ex.LAMP, .Net,
Java)
WORKING
ENVIRONMENT
18
(Use codes
below)
USE19
(Pls. write
codes only;
refer below)
MAINTENANCE
COST
(please continue on a
separate sheet if
necessary)
2.4 Operational20 Strategic Information Systems (please refer to the examples21 below).
NAME OF SYSTEM
(Please list down
the name/s of your
strategic system/s)
Own
Intellectual
Property,
Y or N?22
DEVELOPMENT
PLATFORM
WORKING
ENVIRONMENT23
(ex. LAMP, .Net,
Java)
(Use codes
below)
USE24
MAINTENANCE
COST
(Pls. write codes
only; refer below)
(please continue on a
separate sheet if
necessary)
20
Include only those currently being used by your office or agency.
21
eCensus, Electronic Filing and Payment System, eTIN, Government e-Procurement System, Automated Customs
Operations System, Electronic Customs Clearance Facility, Licensure Examination & Registration Integrated System,
Machine Readable Passports and Visas, Philippine Land Registration and Information System, Government Employees
Management Information System, e-GSIS, eReal Property Tax System, Business Permit & License System, iRegister,
Hospital Operations and Management Information System
22
Write Y for Yes if your agency has intellectual property right to the database. Write N for No.
23
WORKING ENVIRONMENT: S - Stand alone; C – Client-Server; W - Web-based
24
USE: 1 – Public Financial Management; 2 – Citizen Frontline Services; 3 – Ease of Doing Business; 4 – Higher
Education; 5 – Basic Education; 6 - Health; 7 – Justice, Peace and Order; 8 – Energy; 9 – Land and Other Geospatial
Information; 10 – Disaster and Climate Change Management; 11 – Public Works and Transport; 12 – iGov and ICT
Infrastructure; 13 – Transparency and Citizen’s Participation; 14 – Citizen Registry; 15 – Others, please specify.
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 25 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
2.5 Databases (please include only existing databases)
NAME OF
DATABASE
Own
Intellectual
Property,
Y or N?
BRIEF
DESCRIPTION AND
KEY FIELDS25
DATABASE
MANAGEMENT
SOFTWARE26
USED
USE
MAINTENANCE
COST
(Pls. write codes
only; refer below)
(please continue on
a separate sheet if
necessary)
3.
NETWORK
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
Does your agency have a Local Area Network (LAN)?
YES
Does your agency have an Intranet?
YES
If yes, does your agency have a Virtual Private Network (VPN)?
YES
Does your agency have a Wide Area Network (WAN)?
YES
Does your agency have a Private Automatic Branch Exchange (PABX or PBX)?
YES
If yes, what is the PBX set up?
Private
Hosted
VoIP PBX or IP-PBX
Is your agency connected to the Internet?
YES
What is/are your agency’s mode/s of access to the Internet? (Check all items that are applicable)
Dial-up
DSL
ISDN
NO
NO
NO
NO
NO
Hosted IP
NO
Leased line
Mobile phone
Satellite
WiFi
Others, please specify________________________________
3.9 Who is (are) your Internet Service Provider(s)? If more than one, please state who is the primary and who is the secondary
provider? ______________________________________________________
3.10 What is the combined internet bandwidth (voice and data)? ____________________________________________
3.11 How many employees have access to the Internet in the office?_________________________________________
3.12 How many employees have their own official e-mail address?___________________________________________
3.13 Does your agency have a web site?
YES
NO
3.14 If YES, what is the URL of your agency’s web site? http://______________________________________________
4.
SECURITY, DISASTER RECOVERY & BACK-UP
4.1 Does your agency have a protection scheme for your ICT resources?
4.2 If YES, what is/are the measure/s being used by your office? (Check all applicable)
YES
NO
25
Briefly describe the purpose or importance of the database .
26
Examples of DBMS are MS Excel, MS Access, MS SQL Server, MySQL, IBM’s DB2, Oracle SQL, Sybase SQL, Informix,
FoxPro
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 26 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
Security Policy / Guideline
Disaster Recovery Plan
Back-up power unit (e.g. UPS, Generator)
Digital signatures
Encryption
Off-site back-up
Hardware firewall
Physically restricted access to critical ICT equipment
Software firewall
Secure servers
Subscription to a security service (e.g. anti-virus
software, intrusion alert)
Regular ICT security training of employees
5.
Storage of back-up media in localities other than the
operating environment
Others, please specify
____________________________
DATA ARCHIVING
5.1 Does you agency have a data archiving system?
5.2 If yes, what type of data archiving system does your agency use?
Manual
Electronic
Both/Combination
YES
NO
5.3 If electronic data archiving is being utilized, what is the mode?
Conventional
Cloud
5.4 If conventional mode, what is the medium of storage of the archived data?
Optical disks (e.g. CD-Rom, DVD)
Hard Disk
Tape
External Hard Drive
Microfiche
Diskette
Others, please specify ______________________________________________________________
5.5 What information is archived by your agency electronically? (Check all items that are applicable)
Publications (Annual Report, Statistical Report,
etc.)
Letters, memorandum orders, communications, etc.
Audio-visual recordings
Unprocessed/Raw Data
Maps
Photographs
Public documents (civil registration forms,
passports, land titles, etc.)
Others, please specify ____________________________
_________________________________________________
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 27 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
6.
SPECIAL SOLUTIONS AND OTHER SERVICES
USE27
SPECIAL SOLUTIONS PACKAGE
(Pls. write codes only; refer
below)
MAINTENANCE COST
Geographic Information System
Automated Fingerprint Identification System
Cloud computing
CCTV System
Others, please specify
7.
DATA CENTER
7.1
7.2
7.3
7.4
8.
Does your agency have a data center?
YES
NO
If yes, how many sites? _______________________________________________________________________
Please check applicable maintenance set-up:
In-house
Outsourced
Does it have a back-up site?
YES
NO
ICT PROJECTS
8.1 Details of Ongoing ICT Projects
PROJECT NAME28
DESCRIPTION
PERIOD
COST29
(in mm/dd/yyyy)
(in
pesos)
Start
Date
27
End
Date
DEVELOPMEN
T STRATEGY30
(Please write
codes only;
refer below)
STATUS31
USE32
(Please
write
codes
only; refer
below)
(Pls. write
codes
only; refer
below)
USE: 1 – Public Financial Management; 2 – Citizen Frontline Services; 3 – Ease of Doing Business; 4 –
Higher Education; 5 – Basic Education; 6 - Health; 7 – Justice, Peace and Order; 8 – Energy; 9 – Land and
Other Geospatial Information; 10 – Disaster and Climate Change Management; 11 – Public Works and
Transport; 12 – iGov and ICT Infrastructure; 13 – Transparency and Citizen’s Participation; 14 – Citizen
Registry; 15 – Others, please specify.
PROJECT NAME: In case an ICT project is divided in phases and its budget is given by phases, kindly list each phase as a separate project tagged as
<Project Name> Ph. 1, <Project Name> Ph. 2, and so on.
29 COST: For ICT projects and project phases that ended in 2013 or earlier, kindly provide the actual cost in pesos and not the proposed cost.
30 DEVELOPMENT STRATEGY: I – In-house; O – Outsourced; C – Combination
31 STATUS: U – Under Development; D – For Deployment; O - Operational
32 USE: 1 – Public Financial Management; 2 – Citizen Frontline Services; 3 – Ease of Doing Business; 4 – Higher Education; 5 – Basic Education; 6 - Health; 7 –
Justice, Peace and Order; 8 – Energy; 9 – Land and Other Geospatial Information; 10 – Disaster and Climate Change Management; 11 – Public Works and
Transport; 12 – iGov and ICT Infrastructure; 13 – Transparency and Citizen’s Participation; 14 – Citizen Registry; 15 – Others, please specify.
28
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 28 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
PROJECT NAME28
DESCRIPTION
PERIOD
COST29
(in mm/dd/yyyy)
(in
pesos)
Start
Date
End
Date
DEVELOPMEN
T STRATEGY30
(Please write
codes only;
refer below)
STATUS31
USE32
(Please
write
codes
only; refer
below)
(Pls. write
codes
only; refer
below)
8.2 Issues Encountered in the Implementation of ICT Projects
No budget or insufficient budget
Delay in the release of projects funds
Opposition or reluctance of stakeholders
Lack of support by management
Difficulty in recruiting and/or retaining qualified ICT
personnel
Low level of ICT skills among employees
Unavailability of required bandwidth to support system/s
Not used or seldom used by intended users and/or clients
Problems in contract management for outsourced services
Problems in procurement
Others, please specify
______________________________________________________________________________________________________
______________________________________________________________________________________________________
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template
Page 29 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
PART III OTHER RELATED CONCERNS
Items in Part III deal with system functions that may already be present in the prevailing Information
Systems currently being used in the HEI. It also deals with data sets that may already be available from
these systems which the HEI uses in developing their policies and aid in their decision-making.
1. Does your Institution have a website?
If YES, what is your Uniform Resource Locator (URL)?
2. Does your Institution have an email domain?
If YES, what is your email domain?
YES
NO
___________________________________
YES
NO
___________________________________
(e.g. @up.edu.ph)
3. Do you provide the following information to the public?
A.
Enrollment Statistics
YES
NO
B.
Course/ Curriculum
YES
NO
C.
Research
YES
NO
D.
Awards/achievements
YES
NO
E.
School facilities
YES
NO
F.
Faculty members
YES
NO
G.
Graduate statistics
YES
NO
H.
Announcement/news
YES
NO
I.
Admission procedures
YES
NO
CHED is looking at developing new systems that will enable HEIs for efficient administration of their work
and to improve CHED’s data gathering process for decision-making, planning and budgeting. Salient
features of these systems are indicated in the succeeding items.
4. Do you have an existing system that has the following features?
4.1. Curriculum Management
a.
Allows users to add, create and edit information on programs offered
by the institution.
CHED Survey Questionnaire
YES
NO
Page 30 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
b.
Allows users to add create and edit information Courses offered by
the institution.
YES
NO
equivalencies, credit transfer information, etc.
YES
NO
d.
Provides information on unit, course, and miscellaneous fees.
YES
NO
e.
Other features that you think are essential for Curriculum Management:
c.
Provides information on transfers such as; possible transfers, course
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
4.2. Student Management
f.
Contain Student Details such as name, birthday, contact detail, etc.
g.
Manage a student’s financial profile including tuition fees paid,
YES
NO
YES
NO
YES
NO
researches, patents applied for and awarded, etc.
YES
NO
j.
Facilitate section/block management of student.
YES
NO
k.
Ability to keep track of any additional degrees.
YES
NO
l.
Other features that you think are essential for Student Management:
miscellaneous fees, etc.
h.
Manage a student’s academic profile such as educational
background, transfers if any, final grades, etc.
i.
Allow students to list publications, ongoing and completed
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
4.3. Faculty Management
m. Contain Faculty personal profile such as name, birthdate, contact
n.
details, etc.
YES
NO
Capture qualifications and employment profile of faculty such as
YES
NO
CHED Survey Questionnaire
Page 31 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
educational attainment, publications, ongoing and completed
researches, patents applied for and awarded, and his overall
curriculum vitae.
o.
Creation of organizational charts.
YES
NO
p.
Monitor Faculty Workload both instructional and non-instructional.
YES
NO
q.
Facility for the faculty member to update his/her personal profile.
YES
NO
r.
Ability to cater to all Time allocation of faculty members such as,
YES
NO
advising time, research, extension, committee membership, etc.
s. Other features that you think are essential for Faculty Management:
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
5. Do you have an existing system that has the following features?
5.1. Graduate Tracer Study Information System
a.
Keeps the data of the graduate which includes: personal data,
educational background, performance on school, field of work.
YES
NO
YES
NO
deployment of graduates.
YES
NO
d.
Allow companies to have accounts and post job openings.
YES
NO
e.
Allow companies to post feedbacks on the graduates of the HEI.
YES
NO
f.
Other features that you think are essential for Graduate Tracer Study Information System:
b.
Allow the graduates to maintain a personal profile with a track record
of his achievements with regards to his education and employment.
c.
Keeps a profile of companies collaborating with HEIs for the
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
CHED Survey Questionnaire
Page 32 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
6. What information do you currently have with regard to your graduates?
Personal Information
Certificates / Trainings / Seminars
Educational background
Scholarships / Awards / Achievements
Researches
Employment Details
Company
Position
Address
Email
Telephone Number
Others, pls. specify:
____________________________________________________________________________________________________
____________________________________________________________________________________________________
7. What information do you currently have with regard to your faculty and researchers?
(Research and Extension Management)
Research Name or Subject
Research Contents
Industry / Category of the Research
Research Requirements
Researcher’s Name
Research Funding
Researcher’s Position
Publications
Involvement of Community
Commercial Application
Practical Application
Others, pls. specify:
____________________________________________________________________________________________________
____________________________________________________________________________________________________
8. Do you have an existing system that has the following features?
8.1. Research and Extension Management System
a.
Users can apply for research grants.
YES
NO
b.
Users can send their research proposals for approval.
YES
NO
c.
An inventory of the research facilities of the HEI.
YES
NO
d.
Allow companies to have accounts and post job openings.
YES
NO
e.
Allow companies to post feedbacks on the graduates of the HEI.
YES
NO
g.
Other features that you think are essential for Research and Extension Management System:
_________________________________________________________________________________________
_________________________________________________________________________________________
CHED Survey Questionnaire
Page 33 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
9. Based on your institution’s experience, when applying for a research grant, how long does
CHED usually take to approve an application?
1 month
2 months
3 months
4 months
5 months
6 months
7-12 months
10. What are your institution’s basic requirements for each teaching rank? In the table below tick the
corresponding box whether or not your institution uses this standard as a requirement. Should
you tick yes, please indicate the specific number your institution requires.
10.1 Requirement for INSTRUCTOR
a.
Number of Publications in ISI/Scopus indexed journals
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
If YES, enter the required number: __________
b.
Number of Publications in ISI/Scopus indexed Conference Proceedings
If YES, enter the required number: __________
c.
Number of Publications in Refereed Journals
If YES, enter the required number: __________
d.
Number of years of service
If YES, enter the required number: __________
e.
Number of patents
If YES, enter the required number: __________
f.
Total amount of research funds
If YES, enter the required number: __________
CHED Survey Questionnaire
Page 34 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
10.2 Requirement for ASSISTANT PROFESSOR
a.
Number of Publications in ISI/Scopus indexed journals
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
If YES, enter the required number: __________
b.
Number of Publications in ISI/Scopus indexed Conference Proceedings
If YES, enter the required number: __________
c.
Number of Publications in Refereed Journals
If YES, enter the required number: __________
d.
Number of years of service
If YES, enter the required number: __________
e.
Number of patents
If YES, enter the required number: __________
f.
Total amount of research funds
If YES, enter the required number: __________
10.3 Requirement for ASSOCIATE PROFESSOR
a.
Number of Publications in ISI/Scopus indexed journals
If YES, enter the required number: __________
b.
Number of Publications in ISI/Scopus indexed Conference Proceedings
If YES, enter the required number: __________
c.
Number of Publications in Refereed Journals
If YES, enter the required number: __________
d.
Number of years of service
If YES, enter the required number: __________
e.
Number of patents
If YES, enter the required number: __________
f.
Total amount of research funds
If YES, enter the required number: __________
CHED Survey Questionnaire
Page 35 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
10.4 Requirement for PROFESSOR
a.
Number of Publications in ISI/Scopus indexed journals
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
If YES, enter the required number: __________
b.
Number of Publications in ISI/Scopus indexed Conference Proceedings
If YES, enter the required number: __________
c.
Number of Publications in Refereed Journals
If YES, enter the required number: __________
d.
Number of years of service
If YES, enter the required number: __________
e.
Number of patents
If YES, enter the required number: __________
f.
Total amount of research funds
If YES, enter the required number: __________
CHED Survey Questionnaire
Page 36 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
PART IV BEST PRACTICES
SECTION 1 ICT BEST PRACTICES
Below is a checklist33 that the panel judges may use to evaluate the HEI who have institutionalized
some ICT Best Practices. Tick the corresponding box whether or not a specific best practice is standard
praxis in your Institution.
REF
RISK AREA
No.
1
Financial Management
BEST PRACTICE / ASSOCIATED
PRACTICED IN
CONTROLS
THE INSTITUTION
1.1 Appropriate budgeting process set
to enable provision of ICT
services; e.g. ICT project costs for
the prevailing academic year is in
congruence to the requirements
set out in the ISSP. Review for
overspend or underspend in the
previous academic year is
conducted so that it taken into
account when producing the
prevailing year’s budget.
YES
NO
YES
NO
YES
NO
Consequences if control is not in
place: insufficient budget to meet
ICT requirements.
1.2 Budget monitoring of ICT costs on
a regular and ongoing basis.
Appropriate action is taken to
address potential overspends.
Consequences if control is not in
place: overspend on some
projects that would adversely
impact other ICT projects in the
pipeline.
2
33
Value for Money
2.1. Value for money is taken into
consideration when ICT services
or equipment are procured; e.g.
the Institution’s procurement
guidelines are followed, value for
money taken into account when
choosing current technical
support, extended warranties or
service agreements are taken out
Wakefield Council, September 2014, ICT Arrangements – Best Practice, pp. 2-8.
CHED Survey Questionnaire
Page 37 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
if there is sufficient reason that
these do not provide value for
money.
Consequences if control is not in
place: value for money may not
be obtained.
3
Strategic / Operational
Management of the ICT
Function
3.1. The Institution has an approved
ISSP or similar document that is
periodically updated.
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
Consequences if control is not in
place: the Institution may not
have the most appropriate ICT
resources.
3.2. IT Management and Staff are
suitably qualified and
experienced.
Consequences if control is not in
place: ICT services provided may
not be up to standards.
3.3. IT functions are underpinned by
appropriate policies and
procedures covering the
acceptable limits of IT activities;
e.g. a policy on Use of Electronic
Equipment.
Consequences if control is not in
place: it may make it difficult to
impose discipline on misuse of
electronic equipment by the staff.
4
Software License Agreements
4.1 Record of software licenses and
regular checking to ensure all
relevant software licenses have
been obtained.
Consequences if control not in
place: software licenses may be
either not in place or no longer
valid.
4.2 Facilities for software installation
are restricted to authorized
CHED Survey Questionnaire
Page 38 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
personnel or System
Administrators.
Consequences if control not in
place: unauthorized or
unlicensed software may be
installed onto the Institution’s
system.
5
Protection of the Server
5.1. Adequate protection against fire,
flood, humidity, power failure,
etc.
(E.g. the server room has such
items as fire alarms, fire
extinguishers, humidity
detectors, air conditioning units,
UPS units)
YES
NO
YES
NO
YES
NO
YES
NO
Consequences if control not in
place: the file server may be
damaged, resulting in the
Institution’s ICT network being
inoperative.
5.2. Disaster recovery / BCP plans are
in place and periodically tested.
Consequences if control not in
place: the HEI may not be able to
quickly recover ICT facilities in
the event of a disaster.
6
Protecting Electronic
Equipment from Theft
6.1. An up-to-date inventory of
electronic equipment.
Consequences if control is not in
place: theft of ICT or electronic
equipment may not be detected.
6.2. Security marking of all ICT and
electronic equipment. Physical
security measures are in place
including alarms, location of
equipment on upper floors, locks
on doors, etc.
Consequences if control is not in
place: increased likelihood of
theft occurring.
CHED Survey Questionnaire
Page 39 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
6.3. Adequate insurance of ICT or
electronic equipment.
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
Consequences if control is not in
place: insufficient insurance
coverage to replace ICT
equipment in the event of theft or
damage.
7
Security of IT Systems
7.1. There is a policy enforced over
the use of portable media.
Consequences if control is not in
place: data may be lost if not
backed up or if the portable
media is lost or gets corrupted.
Data might also be stored on
external equipment that is not
secure.
7.2. Firewalls are configured by
competent personnel and
installed on ICT systems. Firewalls
are physically protected from
damage or tampering, etc.
Consequences if control is not in
place: unauthorized access may
be gained to the Institution’s
network from the internet.
7.3. Individual password controls on
computers and ICT systems which
are regularly changed.
Consequences if control is not in
place: unauthorized access may
be gained to computers and ICT
systems.
7.4. Monitoring software installed on
ICT equipment in order to identify
any unauthorized access attempts
or inappropriate use of
equipment.
Consequences if control is not in
place: misuse of ICT equipment or
CHED Survey Questionnaire
Page 40 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
attempted misuse may not be
readily identified.
7.5. Network administration and
maintenance by qualified
personnel; e.g. there is a contract
or SLA for computer network
maintenance, which includes the
timescales for rectifying faults;
periodic meetings with the
contractor are held.
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
Consequences if control is not in
place: network administration and
maintenance provided may not be
up to standard.
7.6. Standard patching procedures are
in place.
Consequences if control is not in
place: software patches and
upgrades may not be readily
identified and installed in a timely
manner.
7.7. Antivirus software with updated
virus signatures are installed on all
computers and servers.
Consequences if control is not in
place: computer viruses may
infect computer systems, causing
damage, loss of data or
compromising system security.
7.8. Secure website access controls
are in place.
Consequences if control is not in
place: inappropriate or inaccurate
information may be published on
the Institution’s website.
7.9. Backup arrangements are in
place.
Consequences if control is not in
place: data may be lost.
CHED Survey Questionnaire
Page 41 of 51.
Assessment Project for HEMIS Implementation at the Institutional Level
8
Disposal of ICT Equipment
8.1. All computer files are scrubbed
during decommissioning of ICT
equipment.
YES
NO
Consequences if control is not in
place: confidential or sensitive
data may fall into the wrong
hands.
SECTION 2 IS BEST PRACTICES
Based on your Institution’s experience, below is a template that may be used to document the IS Best
Practices that are being adopted in the Institution. Continue on a separate sheet or provide additional
page. Attach a copy of supporting documents like pictures, Certificates among others, for each IS
entry.
IS Name:
Description:
Benefits:
Target Users / Beneficiaries:
Number of Users
Year Implemented:
Budget:
Source of Fund:
SECTION 3 LEVEL OF MATURITY
Grounded on the overall assessment of ICT implementations in your Institution, rate the level of
maturity based on the criteria defined in the succeeding text. This has been adopted from Carnegie
CHED Survey Questionnaire
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Assessment Project for HEMIS Implementation at the Institutional Level
Mellon University – Software Engineering Institute’s CERT® Resilience Management Model (CERT-RMM)
which is focused on the maturation of organizational maturity and reflects best practices from industry
and government for managing operational efficiency and resilience across the disciplines of
information
management,
management.
business
continuity
management,
and
aspects
of
IT
operations
Definitions and attributes of each of the six Maturity Indicator Levels (MILs) are as
follows:
1.
MIL0 Incomplete indicates that processes are not institutionalized.
2.
MIL1 Performed indicates that some best practices are being performed. MIL1 means that
there is sufficient and substantial support for the existence of the practice. Once MIL1 is
attained, questions related to higher MILs can be asked to determine if the practice is
institutionalized to higher degrees of maturity.
3.
MIL2 Planned indicates that a specific practice is not only performed but is supported by
sufficient planning, stakeholders, and relevant standards and guidelines. A planned process or
practice is
4.
a.
established by the Institution;
b.
planned;
c.
supported by stakeholders; and
d.
supported by relevant standards and guidelines.
MIL3 Managed indicates that a specific practice is performed, is planned, and has the basic
infrastructure in place to support the process. A managed process or practice
a.
is governed by the Institution;
b.
is appropriately staffed and funded;
c.
is assigned to staff who are responsible and accountable for the performance of the
practice;
d.
is performed by staff who are adequately trained to perform the practice;
e.
produces work products that are expected from performance of the practice and are
replaced under appropriate levels of configuration control; and
f.
5.
is managed for risk.
MIL4 Measured indicates that a specific practice is performed, planned, managed, monitored,
and controlled. A measured process or practice is
6.
a.
periodically evaluated for effectiveness;
b.
monitored and controlled;
c.
objectively evaluated against its practice description and plan; and
d.
periodically reviewed with higher level management.
MIL5 Defined indicates that a specific practice is performed, planned, managed, monitored,
controlled, and consistent across all internal constituencies who have a vested interest in the
performance of the practice. A defined process or practice ensures that the Institution reaps
the benefits of its consistent performance across organizational units and that all
organizational units can benefit from the improvements realized in any organizational unit. At
MIL5, a process or practice
a.
is defined by the Institution and tailored y individual operating units within the
Institution for their use; and
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b.
is supported by improvement information that is collected by and shared among
operating units for the overall benefit of the Institution.
7.
MIL6 Shared indicated that a specific practice is performed, planned, managed, monitored,
controlled, and consistent across all internal and external constituencies who have a vested
interest in the performance of the practice. A shared process or practice ensures that the
community reaps the benefits of consistent performance of the practice across many
organizations bund by the community (e.g. because they collectively provide shared service
such as the use of common Enrollment and Accounting System deployed on hybrid cloud used
by 5 HEIs in a geographical region) and that all of the community’s organizations can benefit
from improvements realized in any community organization. At MIL6, a process or practice is
a.
Defined by the community and tailored by the community’s organizations for their
use; and
b.
Supported by improvement information that is collected by and shared among
organizations for the overall benefit of the community.
Level of Maturity (tick one only):
MIL0: Incomplete
MIL1: Performed
MIL2: Planned
MIL3: Managed
MIL4: Measured
MIL5: Defined
MIL6: Shared
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ANNEX A DEFINITION OF TERMS34
The terms and phrases used in the Survey shall be understood to mean as follows:
Agency
Refers to any bureau, office, commission, authority, or instrumentality of
the national government, including government-owned or–controlled
corporations (GOCC), authorized by law or by their respective charters to
contract for or undertake information and communications technology
networks and databases, infrastructure or development projects.
Application System
Refers to a group of related activities or processes designed to support a
very specific function (e.g. Payroll System, Accounting System, etc.). It is
referred to as “computer-based information system” prepared for the
organization to process tasks that are unique to the particular needs or
“tailor fit” for the particular operation
Biometrics
The science and technology of measuring and statistically analyzing
biological data.
In ICT, it refers to technologies for measuring and
analyzing human body characteristics such as fingerprints, eye retinas and
irises, voice patterns, facial patterns and hand measurements, especially
for the authentication of someone. (“What is?Com’s Encyclopedia of
technology Terms; Que Publishing 2002)
Business Process
A collection of business transactions between business partners and/or
internal activities within one business. These transactions and/or activities
together support the objective of the business process.
Computing Scheme
May be classified into two, namely stand-alone or independent systems,
and networked systems.
A. Stand-alone or Independent Systems - a computing scenario
wherein a computer system runs an application system or IS
independent of other systems. The operating system, application
program and database are resident in the same computer and not
dependent on other computer systems.
B.
Networked Systems - a computing scenario wherein computers,
printers and other devices are linked together, allowing users to
exchange and share information and resources.
Networking is
classified as follows:
1.
Local Area Networking (LAN) – This is confined to
moderate sized geographic areas such as one office,
building, warehouse or campus.
LAN can operate in
different computing scenarios, namely:
34
‘Definition of Terms’, DOST-ICTO ISSP Template (Revised 2014), pp. ii-a – ii-e.
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i. Centralized - is a networking characterized by:
One

site
supplying
all
information
processing

Information integrated at one location

Development of software and control are
integrated at one location
ii. Centralized-Distributed - where the database in a
central server is divided into disjoint (nonoverlapping) partitions. Each partition (also called
a fragment) is assigned to a particular remote
site. In this scenario, the data is moved closer to
local users and is more accessible.
iii. Open Systems - can be ported across a wide
range of systems and inter-operate with other
application on local and remote systems and
interact with other users, which facilitate user
portability.
iv. Client-Server - the most recent approach in
networking wherein the logic of the application is
divided between a front-end computer (called the
client) and a back-end computer (called a server).
The
client
generally
provides
and
uses
information while the server retrieves, selects,
sorts, calculates, sends only needed data and
manages the database.
2.
Wide Area Networking (WAN) - which usually consists of a
series of complex packet switches interconnected by
communication
lines
and
spans
large
geographical
distances.
Content Management
Software used to manage the content of the website and consists of two
Software
(2) elements: the content management application (CMA) and the content
delivery application (CDA).
It enables one to add/or manipulate content
on a website. (p.5 NCC Government Website Workshop Manual)
Data Warehouse
Stores data from current and previous years that has been extracted from
the various operational and management databases of an organization.
Data Archiving
An effort to avoid database chaos, intended to let organizations cull old
data from their rational databases in a way that allows it to be easily
restored if necessary. This could be in the form of: (1) print media like
records, photos, films and negatives; (2) electronic media like videos,
diskettes, magnetic tape, databases, CD-ROM and Web page snap shots.
Archiving, in general, is a process that will ensure that information is
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preserved against technological obsolescence and physical damage. It will
also help conserve very expensive resources and ensure that the research
potential of the information is fully exploited. In the Philippines Statistical
System (PSS), the adoption of archiving measures has been identified by
the NSCB through Resolution No. 11 (s. 1997) as a key policy to ensure the
preservation, systematic storage and retrieval of statistical data including
records on their methodology, concepts and other metadata.
Database Management
Viewed as a system software package that controls the development, use,
System (DBMS)
and maintenance of the databases of computer–using organizations.
Database (DB)
An organized group or set of inter-related information about a subject
that can be processed, retrieved, analyzed and used in drawing
conclusions and making decisions.
Firewall
A system designed to prevent unauthorized access to or from a network.
Firewalls can be implemented in both hardware and software, or a
combination
of
both.
Firewalls
are
frequently
used
to
prevent
unauthorized Internet users from accessing private networks connected to
the Internet, especially Intranets.
Hardware
The
electronic
and
physical
components,
boards,
peripherals
and
equipment that make up a computer system as distinguished from the
programs (software) that tell these components what to do.
It is the
physical component consisting of the input devices, central processor,
output devices and storage devices.
Hub
A central connecting device in a star topology network that allows the
network to add workstations by extending the transmission signal.
A
central point of connection between media segment that organizes and
transmits incoming signals to the other media segments.
Information and
Is the totality of the electronic means employed to systematically collect,
Communications
process, store, present and share information to end-users in support of
Technology (ICT)
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
and 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.
ICT Solutions
The various ICT technologies that currently exist or will be proposed to run
the information systems. Examples of ICT solutions are: for Network –
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Virtual Private Network, Thin Client; Wireless; for Security – Firewall, Public
Key Infrastructure (PKI); for Storage – Storage Attached Network (SAN),
Imaging, Warehousing; for Data Capture – Biometrics, Finger Scan, Optical
Scan, Optical Mark Reader (OMR), Optical Character Recognition (OCR).
Information System (IS)
A system of major processes or operations which facilitates the storage,
processing, retrieval and generation of information for decision-making,
planning, controlling and monitoring purposes. It also refers to a group of
related processes (manual or computerized) designed to generate
information for the exclusive support of a major functional area of an
organization (e.g. Personnel Management Information System, Logistics
Management Information System, Financial Management Information
System, etc.).
Information Systems
Designated by the department secretary/agency head or the President of
Planner (IS Planner)
the HEI who shall work with the management and Chief Information Officer
(CIO)
and mainly responsible for the formulation, development and
implementation of an Information Systems Strategic Plan (ISSP).
Information Systems
Refers to a three (3) to five (5) year computerization framework of an
Strategic Plan (ISSP)
agency which describes how the organization intends to strategically use
ICT in pursuit of its mission and functions. A written expression of how an
agency intends to use ICT to support its data processing and decisionmaking processes.
In-house Development
The user (within the agency or HEI ) is involved in the design and
operations of IS, actively participates in the change process and the user’s
knowledge and expertise is incorporated.
Internet
a worldwide interconnection of millions of computer networks and
databases. It is popularly referred to as the Information Superhighway, the
Web, or simply as the Net.
Internet Service Provider
An entity or company that provides connection services to the Internet.
(ISP)
Access to the Internet is provided through its facility linked to the Internet.
Such service provider may be a commercial entity, an institution, a
university, or any other entity that has already a link to the Internet.
Management Information
Information systems which include external information in addition to the
Systems
internal information about the agency's operation. This information will be
used for goal setting, and decision-making purposes of the different levels
of management in the organization.
Mission-Critical Frontline
Basically transactional, customer-driven business processes designed to
Services
provide direct public access to government services, reduce the processing
and
approval
time
of
government
transactions
with
the
public,
electronically organize and store vital data/information for easy retrieval or
updating, processing, and sharing with government monitoring or
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statistical agencies; and ensure greater transparency, accountability and
integrity of government operations and transactions.
Modem
A device that converts digital signals from the computer into analog
signals to be transmitted over communication media to be transmitted
back to digital signals read by computer.
It can be either external or
internal. It is an electronic device that makes possible the transmission of
data to or from a computer via telephone or other communication lines.
Network
A computer-based communication and data exchange systems created by
electronically connecting two or more computers/workstations.
It is
composed of two or more computers that can communicate with each
other.
Network Layout
The logical or physical diagram of both the existing and proposed
interconnection of computers and associated devices to provide end-users
with a means of communicating and receiving information electronically
without being limited by geographical distance.
Office Automation
Collect, process, store and transmit information in the form of electronic
System (OAS)
office communications.
Online Systems
Real-time processing systems that process data immediately after they are
generated and can provide immediate output to users.
Operating System
Software that supervises and controls tasks on a computer. The software
that directs a computer’s operations, as by controlling and scheduling the
execution of other programs and managing storage and input/output.
Original Equipment
Covers software for stand-alone desktop PCs and laptops and MUST stay
Manufacturer (OEM)
bundled with the computer system and NOT distributed as a separate (or
License
stand-alone) product. This software will be identified or labeled "For
Distribution Only With New Computer Hardware."35
Outsource
An arrangement in which one company provides services for another
company. (“What is?Com’s Encyclopedia of Technology Terms; Que
Publishing 2002)
Oversight or
Are those application software that support development planning, fiscal
Administrative Systems
and
financial
management
and
operations,
auditing,
personnel
administration, and assets and supplies management.
PABX
Stands for private automatic branch exchange and is a telephone switching
system used within a business or organization. It works by interconnecting
35
http://www.auditnet.org/articles/softwarelicenses.htm#What%20Types
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telephone extensions to each other and to the outside public telephone
network. 36
Personal Digital
Refers to wide variety of handheld and palm-sized PCs, electronic
Assistant (PDA)
organizers, and smart phones. It is also called a Palmtop.
Printer
A device that prints text or illustrations on paper. There are many different
types of printers. In terms of technology utilized, printers are categorized
into the following: (1) daisy wheel, (2) dot matrix, (3) ink-jet, (4) laser, (5)
line printer, and (6) thermal printer.
Router
A device that physically connects two networks, or a network to the
Internet, converting address and sending on only the message that need to
pass to other network.
Server
A computer that shares its resources, such as printers and files, with other
computers on the network, an example of this is a Novell Network Server
which shares its disc space with a workstation that does not have a disk
drive of its own. A computer that makes services, as access to data files,
programs and peripheral devices, available to workstations on a network.
Smart Card Reader
An electronic device that reads smart cards and can be an external device
or a built-in feature of a keyboard, PC or laptop.37
Software
A set of instructions to a computer (and its peripheral equipment) to
execute a command or process data. It uses a computer-understandable
language.
The non-physical components, which maybe an operating
system, a development language, database management system, network
management software, set of computer tools and utilities, or an
application package, as well as the machine coded instructions that direct
and control the different hardware facilities.
Software License
Agreement between a user and a software house, giving details of the
rights of the user to use or copy software (www.petercollin.com); a legal
right granted for a company/agency to run a software program. For every
software program used, a license is needed and granted to the user
(company or agency) and is documented in a license agreement
(www.microsoft.com/indic/licensing).
Software Packages
Also called “canned program” is a set of programs prepared for
applications that are common to the needs of many organizations. This is
made available to users by the software manufacturer to include the
operating instructions and documentation of the programs as part of the
packages.
36
37
http://www.ehow.com/facts_7267523_definition-pabx.html
http://en.wikipedia.org/wiki/Card_reader
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Stand-alone PCs
These are independent computer units. They are not connected to any
other PC or to the network and operate independently.
Strategic Information
These are client-driven application software that support mission-critical
Systems
operations and provide direct public access to government services.
Tablet
A mobile computer, larger than a mobile phone or personal digital
assistant, integrated into a flat touch screen rather than using a physical
keyboard. It often uses an onscreen virtual keyboard, passive stylus pen,
or a digital pen.38
Telecommunication
Refers to the transmission of electronic signals; electronic transmission of
any type of electronic information (voice, image, video, data, etc.).
The
movement of information in the form of voice, text, image, video or all of
these
multimedia using electrical,
electromagnetic wave
and light
technology.
Voice Over Internet
Is a phone service over the Internet. 39
Protocol (VOIP)
Web Hosting
The business of housing, serving, and maintaining files for one or more
(“What is?Com’s Encyclopedia of Technology Terms; Que
Publishing 2002).
websites
Website
It is an entity’s presence on the Internet environment.
Wide Area Network
This is similar to a Local Area Network (LAN), but unlike LANs, WANs are
(WAN)
not limited to a single location.
Workstation
A networked personal computing device with more power than a standard
IBM PC or Macintosh.
Typically, a workstation has an operating system
such as UNIX that is capable of running several tasks at the same time. It
has several megabytes of memory and a large high-resolution display. It is
categorized as a PC attached to an office network (usually a Local Area
Network) to differentiate it from a Stand-alone PC.
38
39
http://mashable.com/follow/topics/tablets
http://www.voip-info.org/wiki/view/What+is+VOIP
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