Management Monitoring and Information System

1.0 The Problem Domain

Project Study I

PUPQC-1

Management Monitoring and Information System 1.1 Statement of the Problem The Constitution of the Philippines recognizes the importance of local governments. It provides as a policy that "the State shall guarantee and promote the autonomy of the local government units, especially the barangays, to ensure their fullest development as self-reliant communities." Local governments constitute the foundation of the entire structure of the government. The acts of the local government units affect the ordinary citizen more directly than those of the national government. The average citizen has more and closer contacts with the local governments and their agencies than with the national or provincial government, and is more concerned with the local affairs than with those of the national or provincial in scope. The President of the Philippines exercises supervision over the whole country. But for purposes of administrative control, the Philippines is divided into units of different sizes, known as political subdivisions. These are provinces, municipalities, cities, and barangays. These political subdivisions enjoy autonomy, especially in local affairs. But, they are also under the general supervision of the Chief Executive, through the Secretary of the Department of Interior and Local Government (DILG). These local governments are agencies of the national government in the matter of collection of taxes, law enforcement, and other governmental functions, which may be delegated by the national government to these local governments. With the responsibility of the people in the Local Government Unit in order to monitor all the aspects of its performance and activities, the researchers propose a Management Monitoring and Information System (MMIS) to help them on identifying progress towards results, precipitating decisions that would increase the likelihood of achieving results and enhancing accountability and learning. The system will be used by the executive positions of the Local Government Unit (LGU). The fundamental principle of a Management Monitoring

Project Study I

PUPQC-2

Management Monitoring and Information System and Information System is to allow the users to capture data, process and disseminate information for decision making in a systematic way. Management Monitoring and Information Systems capability delivers a full range of reporting, analysis and dashboarding to enable the decision makers to quickly gain new insights and take actions to drive better outcomes. Better outcomes include a full range of decision making capabilities, easily accessible whenever, and whenever needed, tuned for optimal performance with the flexibility to grow with the Local Government Unit. With the system, decision-makers can access a consistent view of information throughout the Local Government Unit and multiple data sources, uncover and share new insights, and make better decisions to drive the Local Government Unit forward. Delivery of real time and reliable information is the primary goal of the Management Monitoring System that will likely satisfy the needs of Local Government Unit executives and reporting of information is the real key to success in exploiting information for advantage. To be more efficient and effective, Management Monitoring and Information System contains an analytic component that allows executives to explore and interpret data quickly. Management Monitoring and Information System covers a range of Business Intelligence functionality. It enables real time, interactive access, analysis, and manipulation of mission-critical corporate information. Users are able to access and leverage vast amounts of information to analyze relationships and understand trends that support Local Government Unit decisions. This knowledge base covers everything from data mining to analytics, querying, reporting, data flow, and in-depth analysis. Management Monitoring and Information System will give its users the information they need, when they need it, in the right format.

Project Study I

PUPQC-3

Management Monitoring and Information System 1.2 Background and Objectives of the Project Since the Local Government Unit (LGU) has a big scope to manage, the Management Monitoring and Information system will help LGU to monitor all the activities happening within the LGU. There are some systems that the LGU had but all the systems that are integrated were both related and came out with few reports. With this reason, the researcher proposed a system that will help executives or higher positions in the LGU to monitor the activities such as finance, projects and etc. Objectives: a. To provide easy-to-understand view of key performance indicators and real time data. Executives can use the system to quickly analyzeLocal Government Units performance since it is web based dashboard. b. To provide self-sufficiency to those in charged with extracting, reporting and analyzing data. c. To improve data quality, consistency and completeness. d. To enhance business agility and ensure that data is timely, accessible and can be transformed into meaningful information to support effective decision-making. e. To provide an authoritative and secure environment for data management. f. To get insight into Local Government Units behavior.

Project Study I

PUPQC-4

Management Monitoring and Information System 1.3 Significance and Scope of the Project As a Local Government Unit executive, one need to have his finger on the pulse at all times. To do this, he needs 360 degree visibility across every aspect of the Local Government Unit. With this, Management Monitoring and Information System allows its users to: a. Increase visibility across every part of Local Government Unit. Executives are under constant pressure to know exactly whats hap pening across every location and subsidiary in their Local Government Unit.

Management Monitoring and Information System allows you to view performance across multiple cities, regional locations or entire the Local Government Unit. The solution gives the executives high level visibility to take in the big picture while still being able to drill down to the underlying data to investigate further. b. Set goals and manage performance. Management Monitoring and Information System allows its users to view the executive dashboard to provide visibility into every aspect of Local Government Unit and to indicate how it is achieving against plan while reducing the time spent preparing reports and increasing time spent analyzing the data. c. Be alerted instantly when performance changes. With Management Monitoring and Information System, users can set up customized alerts to tell them exactly what they need to know, when they need to know it to enhance how they manage the Local Government Unit. d. Perform particular analysis where and when users need it. Management Monitoring and Information System allows its users to display data visually to get an instant snapshot of performance so that they can spot problem areas immediately. e. Empower the executives to create analyses and reports they need. Management Monitoring and Information System puts the power to create reports in the hands of the users so that anyone can create what they need at any time. It makes management reports easy to create and share. Project Study I PUPQC-5

Management Monitoring and Information System f. Management Monitoring and Information System is adequately for the analytical and reporting requirements of executive people. In todays modern world, where data is essential, an efficient system should be at the heart of every organization. As an enabling technology, Management Monitoring and Information System is all about providing the right information in the right context to the right person at the right time, which in turn, gives organization the insight they need, to achieve real organization agility, improving efficiency and ultimately increasing productivity.

Project Study I

PUPQC-6

Management Monitoring and Information System Scope of the Project Functionalities a. MMIS will be used by the executive positions of the Local Government Unit (LGU). b. MMIS will serve as a tool for monitoring the performance and evaluating the results of development activities and projects in the Local Government Unit (LGU). c. MMIS will enable smart analysis and easy reporting of real time data to support results-oriented decision making. d. MMIS will allow users to measure output, outcome and impact indicators of Local Government Unit (LGU) projects and activities. e. MMIS will measure and identify if the Local Government Unit (LGU) projects are achieved according to plan. Reports a. Executive / Summary Reports b. Evaluation Reports c. Daily / Weekly / Annual Reports d. Analytical Reports e. Real time Budget Reports Integration The integration of the Management Monitoring and information System will be with the other systems inter-related to it. The MMIS will serve as the spine of the other systems, thus, the MMIS will be the window to every system connected to it. The coordination with the inter-connected systems will be needed to make the MMIS function and accessible. The MMIS needs to integrate with other systems to be able to provide the LGUs core users the information they needed and to see whether the part of the system is functioning well enough to achieve the LGUs goals and achievements. Project Study I PUPQC-7

Management Monitoring and Information System 1.4 Documentation of Existence and Seriousness of the Problem There are some existing systems for the Local Government Unit. One of these is the Public Financial Management. Somehow, this system is related to Management Monitoring and Information System because the executive can look up for the summary of the finance. Public Financial Management (PFM) is a system of rules, procedures and practices for government to manage public finances. It encompasses: a. Budgeting; b. Accounting; c. Auditing; d. Cash Management; e. Management of Public Debt; f. Revenue Generation; and g. Public Reporting on Public Sector Financial Operations.

PFM seeks to address the key challenges of controlling government spending and making agencies operate efficiently and effectively PFM Assessment Report (PFM-AR) For a more effective presentation for use in executive decisions, among others, the results of the PFMAT should be summarized in a concise and standard manner through the PFM Assessment Report (PFM-AR). The PFM-AR is a concise document containing the following:

1. Executive Summary providing a snapshot of the scores obtained by the LGU in each of the critical dimension of an open and orderly PFM system and quick analysis of the scores. 2. Introduction presenting the context and process of conducting the PFM assessment and preparation of the report. Project Study I PUPQC-8

Management Monitoring and Information System 3. Background Information on the LGU that will be necessary in understanding the indicator-led and overall assessment of the PFM systems in the LGU. Such information may include a brief description of the LGUs economic conditions, the legal and institutional framework for its PFM system, and the current state of its PFM systems. 4. Assessment of the LGUs PFM Systems which evaluates in detail the performance of the LGUs current PFM systems, processes and institutions based on the indicators. It should also describe ongoing PFM reforms in the LGU. 5. Recommendations to improve PFM systems in the LGU.

In addition, other system that is related is ZAP business Intelligence. Zap Business Intelligence is a self-contained, multi-tiered application based on Microsofts .NET runtime and the ASP.NET framework. Zap Business Intelligence utilizes the Microsoft Windows Server platform and interoperates with Microsofts SQL Server and SQL Server Analysis Services. Although this system is not for LGU but the concept are similar. The analytics engine handles all communications between Zap Business Intelligence and Microsofts Analysis Services (SSAS). The engine is responsible for generating MDX queries from BI resources, submitting the queries to SSAS, parsing the results and returning them to the presentation layer. The analytics engine communicates with Analysis Services using the XMLA protocol with various security options around authentication, impersonation and other constraints on which users can see what data.

Project Study I

PUPQC-9

Management Monitoring and Information System Conclusion With the gathered information about the related and existing systems, the researchers found out that the problem is that, they mainly focus on related subsystems. For instance, in Public Financial Management (PFM), they are particularly focused on financial aspect which the system does, but in Management Monitoring and Information System (MMIS), it shows all the reports that the LGU need not only in financial but also in projects, taxes and etc.

Project Study I

PUPQC-10

Management Monitoring and Information System 1.5 Review of Existing Alternatives Executive Information System (EIS) The Executive Information System (EIS) is the heart of Local Government Unit Computerization Program. Reports generated from each department can easily be accessed, viewed and printed through the EIS. The system provides statistical data that are used for analysis to strengthen the decision making powers of the Local Chief Executive (LCE). The LCE can now access to any information from departments without calling them personally to his/her office. The Executive Information System will access the data of the application systems in order to provide management with easy-to-understand summary information. The EIS also provides the facility to drill down for more detailed data as needed. The EIS makes it possible for decision-makers to see both the big picture and little details. It allows the Local Chief Executive and LGU officials to quickly access vital information. This system serves as the central information provider for the Local Chief Executive of the Local Government Unit that:

a. Provides general information on the services of the Local Government Unit, the project development plans and project accomplished by the Local Government Unit b. Accommodates and provides real-time queries and process statistical reports for the chief-executive even if he is out of town or anywhere in the world as long as internet is available

Project Study I

PUPQC-11

Management Monitoring and Information System Common Advantages of Executive Information System a. Easy for upper-level executives to use, extensive computer experience is not required in operations b. c. d. e. f. Provides timely delivery of company summary information Information that is provided is better understood Filters data for management Improves to tracking information Offers efficiency to decision makers

Common Disadvantages of Executive Information System a. b. Functions are limited, cannot perform complex calculations Hard to quantify benefits and to justify implementation of an Executive Information System c. d. e. f. g. Executives may encounter information overload System may become slow, large, and hard to manage Difficult to keep current data May lead to less reliable and insecure data Small companies may encounter excessive costs for implementation h. Too detailed oriented

Having a number of disadvantages, the LGU needs a more useful and suitable system to manage all of its data and information. Management Monitoring and Information System will be having more functionality that the LGU will need. Graphical reports that has all the significant data that will be needed by the user of the system. Seeing all of the relevant data can give ease to the user on how the LGU is performing, flowing, and if the different departments achieve their plans. Next will be having a quality system for a low cost, as per the existing system of the client, they have high maintaining systems, this will affect the budget of the LGU, but if they will use a system that has low maintaining cost, there will be big savings in terms of budget. Project Study I PUPQC-12