THIS REPORT IS SUBMITTED TO AIOU IN PARTIAL FULFILLMENT OF REQUIREMENT OF THE DEGREE OF THE MASTERS IN BUSINESS ADMINISTRATION IN INFORMATION TECHNOLOGY (MBA-IT) Submitted By: Zafar Ahmad Roll # L – 519679 Reg. # 99–PMN–0978 Department of Business Administration Allama Iqbal Open University, H – 8, Islamabad Session 2002 – 04
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THIS REPORT IS SUBMITTED TO AIOU
IN PARTIAL FULFILLMENT OF
REQUIREMENT OF THE DEGREE OF
THE MASTERS IN BUSINESS ADMINISTRATION IN
INFORMATION TECHNOLOGY (MBA-IT)
Submitted By: Zafar Ahmad Roll # L – 519679 Reg. # 99–PMN–0978
Department of Business Administration
Allama Iqbal Open University, H – 8, Islamabad
Session 2002 – 04
Internship Report On
IT Support to MIS At
Human Development Support Unit National Commission for Human Development
Rahim Yar Khan
Submitted By: Zafar Ahmad Roll # L – 519679
Reg. # 99–PMN–0978
Department of Business Administration Allama Iqbal Open University, H – 8, Islamabad
Session 2002 – 04
Disclaimer This report reflects personal experiences based on the level of interpersonal
communication, interaction with the personnel, coordination level and information shared & perceived. There is always room for improvement. However, it is not necessary for the reader to agree with the contents, findings/conclusions and
areas of improvement as identified therein.
Abbreviations
ADPO Assistant District Program Officer
AIOU Allama Iqbal Open University
ALCs Adult Literacy Centres
AMO Assistant Media Officer
CSOs Civil Society Organizations
DDPO Deputy District Program Officer
DITO District Information Technology Officer
DPO District Program Officer
F&A Finance & Administration
FAO Finance & Administration Officer
FIS Finance Information System
FS Feeder School
FT Feeder Teacher
HDSU Human Development Support Unit
HMIS Health Management Information System
HR-MIS Human Resource Management Information System
IT Information Technology
LC Literacy Coordinator
M&E Monitoring & Evaluation
MC Markaz Coordinator
MIS Management Information System
MPR Monthly Progress Report
NCHD National Commission for Human Development
NGO Non Governmental Organization
PHDF Pakistan Human Development Fund
PMIS Personnel Management Information System
SCM Social Community Mobilizer
SO Social Organizer
SOPs Standard Operating Procedures
TOR Terms Of Responsibility
UNDP United Nations Development Program
UPE Universal Primary Education
VCD Volunteerism & Community Development
Authorization
To go for internship training, I moved my C.V. on 10-02-2005 to the Chairman – National
Commission for Human Development, Islamabad with the request to provide me an
opportunity to get hands on experience as internee for a period of 8 – weeks with NCHD.
In response to my application, I was called for interview on 21-02-2005 at HDSU, Rahim
Yar Khan. Finally, the General Manager, HDSU – NCHD, R.Y.Khan honoured my
request and consented for a stipend free internship in IT Section therein. Image of consent
message is produced hereunder: -
Meanwhile, I managed to get recommendation letter issued by the Regional Director –
AIOU, Regional Campus, Multan in this regard. With such support vide letter # 4271/MN
dated 16-03-2005 (copy of same is produced hereunder), I submitted my joining report on
18-04-2005 for internship training at HDSU – NCHD, Rahim Yar Khan.
Thus I got authorization for internship training as practical component in the way to meet
with the requirement to qualify for MBA-IT degree under MBA program by Allama Iqbal
Open University, Islamabad.
Acknowledgement
First of all, I am very grateful to Almighty Allah Who provided me strength and made
capable of doing internship training and summarize the proceedings in the form of report
to meet with the realistic interpretation of the matter. Obviously, I have nothing to do
without His blessings.
I certainly believe that skills and hidden abilities remain useless if no one is there to help
to bring these attributes at forefront and polish them in a fruitful manner. No doubt, the
teacher does it well. So my utmost thanks and gratitude to my beloved and Hon’ble
teachers in the entire program; and especially Ms. Tayyaba Naz, District IT Officer,
HDSU – NCHD, Rahim Yar Khan whose guidance make me so capable to complete the
task as it was planned. I am thankful to Mr. Gohar Khan Khattk, faculty member of AIOU
whose guidance made me capable to make changes accordingly.
With the blessings of beloved parents; we are successful in the entire length of career and
life. I have no words to thank to my beloved parents whose advice and guidance, love and
affection, and experience made me capable to distinguish between wrong and the right
path in my career development phases. Specially, I salute to the dignity of my mother due
to which I have been successful so for and also would love to seek her guidance at step-
by-step during the remaining course of life. May Allah bless my parents a long life and
keep me joining their association in eternal!
Motivation and moral support play a vital role to do things consistently. Especially, I
would like to thank to Mr. Kashif-Ud-Din Siddiqui at IT Section, HDSU – NCHD,
R.Y.Khan who always encouraged me and extended his cooperation to come out of the
difficulties, as and when encountered during the course of training work.
From the core of my heart, my sincere thanks are due to Col. Muneef Malik, Senior
General Manager, NCHD, Islamabad (the then GM at HDSU, Rahim Yar Khan) who
provided me opportunity to take PEHLA QADAM towards NCHD to learn and
concentrate on training with good time management during the entire length of internship
program. It is because of him, I got the concept of this report on “IT Support to MIS” and
access to go through whole of the working cycle at HDSU. This helped me a lot in
understanding the procedural mechanism to put this in a form of the report. I really admire
and salute to him.
In the last, but not the least, it would be very unfair, if I leave this acknowledgement
without paying recognition to all NCHD people: Mr. Shakeel Mahmood Butt (FAO),
DPOs in program section(s) and their team members, Ms. Noureen, DDPO(E), Ms. Aasia
(HMIS), Ms. Sumaira Khalid in VCD, Mr. Shahid Nawaz in CB, Mr.Ishrat and Ms.
Shakeela from F&A, personnel in sub-areas(s) and others. I am highly thankfully to all of
them for extending their cooperation, support and logistics during the entire course of
work giving feel to me as their own team member.
May Allah be very kind to all of us!
Zafar Ahmad
National Commission for Human Development
Background
Inception of the Organization:
In a view to Human Development Index of Pakistan and envisioned by the President
of Pakistan, General Pervez Musharraf, a Task Force on Human Development was
established in June 2001. It was designed to find innovative solutions to improve and
fill implementation gaps in social service delivery at the grass-root level in the sector
of Education, Health and Poverty Alleviation. Having extensive research and selfless
efforts of social scientists, foundation of a National Level Development Agency was
laid in July 2002 under the Ordinance # XXIX of 2002 and named as National
Commission for Human Development (NCHD).
The Commission operates as an autonomous body under the flag of Federal
Government. NCHD aims at effective provision of social services. It perceives human
development as a process of enlarging choices, building capacities and encouraging
participation of communities at the grass-root level. To ensure this, NCHD is directed
towards supporting government line departments, Civil Society Organizations (CSOs)
and the local communities in the sectors of Education, Basic Health Care,
Volunteerism & Community Development and Income Generating activities
according to the commission objectives as dreamed at grass root level.
NCHD – Mission:
To promote Human Development by supporting Government line departments, non-
governmental organizations and elected officials at the district level in primary
education, literacy, income generating activities and provision of basic health
services.
Scope under NCHD Operates:
The scope of NCHD emerges from the mandate of the commission as listed in the
clause 7 of the Ordinance as follows: -
a. Formulate, approve, manage, promote, enhance, implement, execute, monitor
and organize its support programmes and projects for assistance of the line
Ministries, Departments and agencies concerned, inter alia, for-
National Commission for Human Development
i. Capacity building, training, and enhancement of competency of
Governmental functionaries and line departments, and non-governmental
organizations working in the social sectors, especially under District
Governments;
ii. Literacy and non-formal basic education programmes supported by skills
training programmes for income generating activities;
iii. Programmes to assist in universal primary education;
iv. Programmes to assist in primary health care;
v. Programmes to assist in alleviation of poverty
vi. National volunteer programme to assist in the social sectors.
b. Undertake research, studies and surveys to assess the needs and requirements
of an area for extending scope of its activities and disseminate information in
respect thereof;
c. Keep informed the Federal Government and respective Provincial
Governments and their District Administration of its programmes and projects
being carried out by it in performance of its functions;
d. Global resource mobilization including finances, intellectual expertise and
talent to assist in the social sectors; and
e. Perform such other function, as may be incidental or ancillary to the execution
of its programmes and projects.
NCHD – at a Glance:
Focusing on the above social sector development areas, NCHD identifies, and
consequently presents innovative and cost effective solutions to fill implementation
gaps, building the capacities of the involved agencies and stakeholders to effectively
address the issues hampering the process. Through extensive training programs and
capacity building workshops which cater to all the stakeholders involved in the
process, NCHD helps to ensure a lasting impact. These capacity building exercises are
targeted towards Government Line departments, CSOs and the community. Generally,
it has been observed that strategies are done but remain unimplemented for one reason
or the other; resultantly the social service delivery system suffers and development
projects can’t meet to its realistic interpretation. NCHD takes PEHLA QADAM to
work on an innovative approach – Incubation of government and non-government in
regard to service delivery system to bridge the implementation gap between strategy
and delivery. In order to put this approach in practice, a nationwide network of
National Commission for Human Development
Human Development Support Unit (HDSU) is placed in operation at district level.
Social services delivery is accomplished through HDSU in building the capacity and
competencies of lines departments and CSOs at the district level by imparting skills to
promote communication and knowledge sharing.
Today, NCHD has its operational projects in over forty-two districts across the
Pakistan, with aims of replicating the successes in the remaining districts of the
country. In order to carry out this dream in to its realistic interpretation – the
Commission shares financial resources from the fund known as the Pakistan Human
Development Fund (PHDF) & UNDP. The fund is used to support the human
development endeavors of NCHD in Pakistan. However, a strategy is followed to be a
doner agency in near futures for grass-root level project in social sector.
NCHD – in Action:
In regard to work areas identified as above, NCHD seems to be in action in different
programs of Education and Health in particular whereas on the move to create
National Volunteer Corps. Communication & Media Campaign and Global Resource
Mobilization programs are in also in operation. Here we have a brief on these
programs as an overview: -
i. Education Program:
This program is executed to assist the govt. in achieving 100% primary school
enrollment taking assistance from the CSOs. Under this program, schools are also
opened in the areas where no govt. school exists. Partially, this program facilitates to
beneficiaries to economically empowered towards poverty reduction i.e. improving
the employment rate.
Under this program, general beneficiaries are distributed into three categories of target
groups applying different sorts of treatment but with the one main objective to take
PEHLA QADAM towards raising literacy rate.
- Universal Primary Education Program (UPE) for 5 – 7 years old target groups
- Basic Literacy and Non-Formal Community Based Primary Projects for 8 – 14
year age group.
National Commission for Human Development
- Adult Literacy Program followed by a skill training focusing 15 – 39 years old
people.
ii. Health Program:
As per guidelines under National Health Policy, the program emphasizes on Primary
Health Care Services to improve Infant & Mortality Rate and Population Growth
Rate. For the purpose, Family Worker Training, Community Midwifery and Health
Capacity Building projects (e.g. Training on ORS preparation underway)
iii. Promoting Volunteerism:
It is on credit of NCHD for taking first ever initiative to address this area to create
National Volunteer Corps (NVC). Under this program volunteers are taken into
account to utilize their skills and capabilities in the area of interest matched with the
programs of NCHD. Operations are done through Volunteerism & Community
Development Section(s) at HDSU level.
Besides this, in order to masses awareness and to develop behaviour necessary for
human development programs of NCHD, social marketing programs utilizing the
communication and media with the available technology are put into operations at
HDSU level through media personnel: Assistant Media Officer (AMO) as part of
supportive role to programs. Moreover, description on operations of each program
section(s) is given in the enclosed Fact Sheet(s) as per annexure.
Organizational Hierarchy:
Chairman
CEO/COO
CFO Sr. Director Operations
Sr. Director Support
Treasury
Audit
M & E
Director
MED
Director
Education Director
Volunteerism
Director
Health
Director
CB
Mktg
HR
Admin
GMs at HDSU
IT
DPO
DDPO
ADPO
DITO
FAO Performance Contract
National Commission for Human Development
Sections at HDSU level
Scope and Limitations of the Organization:
Hence having overview of the organization, we summarize that the scope of the
organization revolves round the efforts towards social sector development; providing
helping hand to govt. lines departments, ensuring to make the masses at grass root
level empowered to get and have access to the basic necessities of life (e.g. health,
education and livelihoods). This organization doesn’t operate on commercial or
industrial basis and not a doner agency at the end. In short, the commission attempts
to make Pakistani capable through knowledge with a vision to help them in accessing
social facilities leading to a happy, satisfied and prosperous life at the end.
Education
Section
Volunteerism &
Community Dev.
Section
Health
Section
Finance & Admin
Section
IT
Section
HDSU
Rahim Yar Khan
Capacity Building
Section
National Commission for Human Development
Highlights
Judgement about performance during internship training and documentation of
experiences in the form of report is evident in the certificate issued by the competent
authority at HDSU, Rahim Yar Khan. The same is placed hereunder: -
3.4 Research Methods used for the Report .................................................................................... 18
4. Current Issues ...................................................................................................................................... 19
5. Causes of Analysis ............................................................................................................................... 22
6. Effects after Analysis ........................................................................................................................... 25
7. Problem Analysis ................................................................................................................................. 27
8. Result .................................................................................................................................................... 28
Introduction Alongwith the IT Section, F&A (Finance & Admin) Section acts as support unit at each HDSU level in order to facilitate the program sections regarding financial matters and maintaining general administrative activities. The key responsibilities of the section includes: processing all sorts of necessary payments meeting day-to-day expenses of general and on program section(s) activities, ensuring provision of logistics of general nature (furniture/fixture maintenance, office utilities, general supplies etc). The Section is supervised by the Incharge given designation FAO (Finance & Admin Officer). Overall performance on activities of the section is taken into account and approvals, immediate instructions passed by the General Manager at HDSU. In the absence of the General Manager, FAO acts as Acting GM. He/She meets with the responsibilities assigned to GM in addition to his/her present assignments and exercises the powers delegated to GM as per policy/rules and regulations.
a. Human Resource:
Management: Finance & Admin Officer (FAO) 01
In Association with: Finance Assistant 01
Admin Assistant 01
b. IT Support available:
ii. Hardware Support:
ii. Software Application Support:
Application software FIS (Finance Information System) is available in the section to get
work done on different types of financial activities.
v. Operating System & other Office Application Tools:
Operating System: Windows – XP
Office Application Tools: MS-OFFICE 2000
Adobe Acrobat Reader
InPage etc
SR.
# Item with Specification Purpose
01.
Computer System
(NCHD-Finance )
2.4 GHz, P-IV
Mainly used for FIS (Finance Information System) treated
as Server in the section, as client liked with IT Section on
LAN. The system is under operation of FAO
02.
Computer System
(NCHD-Finance2)
2.4 GHz, P-IV
Treated as client with above designated server and also
attached with IT Section on LAN. The system is used for
support on different assignments undertaken by F&A
Section.
03. Printer
No Printer is available in the section. However, hard copy is
taken using the shared printer in IT Section, as and when
required
03. Data Storage Device HDD 60 GB for each computer system, Flash Drive (on
Demand), FDD 3.5”, CD-R/W
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page ii
iv. Network:
The section is utilizing the facilities of LAN sharing printer, internet and e-mail utility
with the support of IT Section. Besides this, computers available in the section are also
building LAN between them, as FIS is controlled and maintained by A&F Section alone.
In this regard, IT Section has no significant contribution except to provide them expertise
on data backup requirements.
c. Operations of A&F Section:
As the name of the section depicts, the operations are divided into two categories:
i. Admin Related Operations:
Following key assignments are performed to meet with Admin obligations in day to day
affairs to run the business at HDSU level.
1. Maintaining Parallel record of Personal Files
2. Maintaining leave record of employees at HDSU
3. Securitization and Procurement of non-capital items (Stationary, General
Services need items from the local market)
4. Arrangement of Meetings (ensuring logistic support, boarding and lodging of
participants etc)
5. Maintenance and Repair of General Services items
6. Inventory Management of fixed assets at HDSU
7. Vehicle Maintenance and Logbook preparation as per directions of Head Office
# Payment Made to This Bill Total Utilized Balance Available
Payment voucher should bear the following information: -
Working Code # _______________
Budget Allocated _______________
Amount utilized prior this bill _______________
This Bill _______________
Total Utilized _______________
Balance available _______________
Initial _____________________________________
- Benefits
Advantages of your recommendations for the organizational objectives analysis with no sweeping
statements
Voucher Preparation would get an additional support
Payment credibility would be strengthened
Post-Payment Audit activity would get a hand on support to accomplish easily.
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page x
Chances of errors will be minimized
The Information will support Bank Reconciliation task.
- Weaknesses
What the flaws of organizational activities in different department, you observed during analysis.
Please give objective analysis with no sweeping statement.
- In regard to IT, personnel working in different sections are lack on desired level of
training on their assignments specially using the available IT infrastructure.
- They people are committed and self-motivated to work in the best interest of the
organization. In respective sections, they are successful in building teamwork scenario
but section-to-section wise lack perceived level of coordination binding them as Team
Unit. Some times, it seems one section creating trouble to other section irrespect of
helping to getting work done in focus.
- Suggestions for Improvements
Scrutinize possible improvements to weaknesses of the organization
- IT Section should come forward to train the personnel at least on office application tools
to use effectively rather than open/close/cut/past application and like that. The personnel
should be trained on using different functions relating to specific job assignments.
- This objective can be fulfilled following “on the job training methods” rather than
conducting formal training workshops in Training Halls(s) etc providing all logistics over
there.
- Conclusion
End result achieved
Work is being done satisfactorily. Definitely, HR-MIS, FIS with more integrated components,
solution over the problems in question, and capacity building on effective use of computer
hardware/software would strengthen human resources in meeting with the obligations of support
section(s) in general; and provide tonic to program sections in fulfilling their needs in view of
efficiency level of HDSU, Rahim Yar Khan and NCHD objective in particular.
System Evaluation:
It's difficult to design an evaluation form that could be used for all types of software. Instead, consider
developing a general form with components that deal with each type of software: informational,
instructional, and creativity. However, the existing Financial Information System is evaluated on the
following lines by using the feed back from the end users, personal observation and experience.
SR.
# Area(s) taken in focus Observation
01. Run without errors that disrupt program
function
Yes, program runs without errors and disrupting
program functions.
02. Be easy to install and use Yes, FIS is easy to install. It provides wizard
options to exercise leading to successful installation.
03. Provide documentation to support program
installation and operation
Documented support like Read Me file is not
available to support installation and Operation.
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page xi
SR.
# Area(s) taken in focus Observation
04. Be compatible with the hardware, network,
and system.
Compatible with Windows 2000 Professional but
experienced to run on Windows – XP Professional
Edition.
05. Provide user-friendly search capabilities that
provide optimal access to information.
Yes, system provides user friendly search option
with number of radio buttons, check boxes etc.
06. Provide searches in reasonable time. Yes, in a quite reasonable time sorting, searching
tasks are performed.
07. Provide flexible means to navigate and
search.
Yes, navigation options like next, previous, first,
last are conveniently available.
08.
Incorporate principles of effective screen
design including readability, legibility,
consistency, and use of functional areas.
Screen format is designed in such a way that
information is legible to read, consistent in flow and
used according to defined functional areas.
09. Provide valid and complete information
from reliable sources.
It is ensured over different cross checks so that
information remains reliable and checked all the
time.
10. Sequence information in a logical order
It is very keenly observed that information is
segregated into relevant areas and flows in logical
order.
11. Allow you to vary the font size for easier
reading.
No, font size is not allowed to change. Already, font
is used in appropriate number making legible to
read easily.
12. Provide means of printing or downloading.
Printing options are very much available to get hard
copy in desired number of users own choice.
Downloading facility is not included in the scope of
FIS.
13. Be the best format for the information. We think information is flowed in best combination
of format.
14. Easy to use and reliable information As for as requirement is concerned, the system is
easy to sue providing reliable information.
15. Search Tools/options are available Sufficient search options are provided in the system
to exercise search queries in different combinations.
16. Screen Design and Visual appeal Simple and attractive and appeal to work on with
the fields
17. Option selection, calculation, Graphic Tools
Of course, selection, calculation options are made
available in the system. The use of graphics is
simple.
18. Color Options, Spelling/Grammar
No color options to exercise are available. The color
scheme once used in development; remains with the
life of software. Spelling/Grammar Check is not as
such focused in FIS.
19. Printing Options Printing on multiple choices of reports is available
over there.
20. Reports self generated, options/pre-defined Yes, Reports are generated on pre-defined areas and
category leaving no option to missing on desire.
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page xii
A1. Data Flow Diagram
A data flow diagram (DFD) is a graphical representation of the flow of data between processes.
Simply sated, it shows that what goes in, how it sis changed and what comes out. Data flow is
represented by labeled arrow. Processes are represented by labeled circles; also named as
bubbles. Information sources are shows by boxes whereas files are represented by double line.
Here, we represent the data flow in terms of proposed system of maintaining budget utilization
record as suggested above.
A.1.1 Level 0 DFD
Received Process
Presents
Budgeted/ Shows
Stores
Database
A.1.1 Level 1 DFD
Query HDSU
Report
Record
F&A
Database
Information
Voucher Decision Returned
Admin Decision Budgeted
Returns
Presents
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page xiii
A2. Entity – Relationship Diagram
Here, ER – Diagram is given on the above proposed short application regarding budget
utilization management system under main FIS (Finance Information System); -
SerialInf Description
WorkingCode
WorkingCodeDe
scription
SerialNumber
Balance
WorkingCode
TotalUtilized
PriorThisBill
ThisBill
BudgetMasterFile
FACT SHEET – B
Human Development Support Unit, Rahim Yar Khan
Page xiv
Information Technology Section
Introduction:
At HDSU level, IT Section is placed in operation to provide support on IT needs (e.g. Computer Network Administration and maintenance, training on office application tools and system software, assistance on IT related logistic support etc) to program sections (Education, Health, Capacity Building, Volunteerism & Community Development) in their respective programs as well as Finance and Admin Section. Activities undertaken by IT Section are carried out through Section Incharge given the name as DITO (District Information Technology Officer) whereas the General Manager at HDSU has a close look on the performance in view of overall objectives need to accomplish. However, IT Department at Head Office level passes directions (and provides guidance) to IT Section at HDSU level in order to implement the strategic decision, in relation to IT Support taken by the Board of Directors or as the case may be.
a. Human Resource
Management: District Information Technology Officer (DITO) 01
In Association with: Trainee 01
Internee 01
b. IT Support available:
i. Hardware Support:
ii. Software Application Support:
No. The support on application software like HR – MIS, Financial Information System
(FIS) or any other short application for program sections is not available at this extent.
iii. Operating System & other Office Application Tools
Operating System: Windows – XP
Office Application Tools MS- OFFICE 2000
Adobe Acrobat Reader
InPage etc
SR.
# Item with Specification Purpose
01. Computer System
2.4 GHz, P-IV Used as Server
02. Computer System
2.4 GHz, P-IV Used as Client for use of MIS
03. Storage Devices
HDD 60 GB attached with Server
HDD 40 GB attached with Client
FDD 3.5” 02
CD R/W 02
Flash Drive 03 [256 MB each]
03. Printer
HP Laser Jet 1200 Series
Used in IT Section but shared with other sections
to get hardcopies on their individual work done.
04. Scanner – HP Brand For support to Media Section
05. Multimedia For support to other program section(s) on need
cum basis as per demand.
FACT SHEET – B
Human Development Support Unit, Rahim Yar Khan
Page xv
iv. Network
Local Area Network (LAN) of 13 computers to the available sections at HDSU is
operated by IT Section mainly for Internet, Document, and Printer sharing. It is pertinent
to point out that no software application relating to MIS e.g. FIS is not controlled and
maintained by IT Section.
c. Operations of IT Section
With respect to the operations, IT section has capability to support the linked program sections at
HDSU on General and System support.
i. General Support
- IT Department is providing support involving repair/maintenance of Electrical
Overhead Projectors, Voltage Stabilizers, Power Extensions and Service/Repair
Tools to other departments; as envisaged in SOPs.
- The maintenance/repair support on computers, printers, multimedia projector, digital
camera, fax, exchange, Internet connections, e-mail, MSN Messenger, LAN support
and necessary software MS-OFFICE, Anti-Virus etc also comes under assignments
of IT Section.
ii. System Support
Currently, no system application support is being provided by IT section but in the days
to come; the section has to perform the task to facilitate the Education Program Section
for maintaining MIS Software on UPE.
d. Future Operations through IT Section
- IT Department at Head Office has planned to work on HR- MIS and this assignment is in
the queue list which would be implemented through IT Section(s) at respective HDSUs.
- The incoming assignment is the implementation of MIS software for UPE project to
equip the Education Section. In this concern IT section has to contribute significantly.
e. Current Issue
It has been observed that UPE – MIS is in the prime objective and need of the day. IT Section has
already provided considerable support in analysis and design leading towards the development
phase of the project and has to provide its support: -
- Developing software for maintaining UPE data
- Enter and validate UPE Data
- Update database in terms of enrollment and dropout
- Enabling the Education Section with the list of enroll-able children at the start of
academic year.
f. Types of Statement(s) Generated
As no MIS system is maintained by IT Section; hence job to generate report is out of question. As
FIS (Finance Information System) is run by the Finance section it self. So, the reports are left to
FACT SHEET – B
Human Development Support Unit, Rahim Yar Khan
Page xvi
them. However, IT section comes up with the reports on special assignments and individual work
areas of general nature as carried at its own end.
g. Conclusion
Presently, IT Section has extended its support on General areas (Equipment handling,
repair/maintenance of hardware and software etc) but no significant support in terms of
application support except of taking backup(s) of application software used in Admin and Finance
Section and on general working documents files of individual sections, etc.
h. Suggestions for Improvements
- In the present situation, keeping in view the financial resources as well; IT section be
actively involved in software application support rather than general support.
- As IT section is supposed to take backup(s) on FIS, therefore, IT Section should
have the control of currently available MIS program on Finance i.e. FIS at the server
end. Finance section should only have the privilege to feed data.
- General Support matters like maintenance of equipment not directly related to the
computer hardware should be left on the part of Admin Section.
- Utilizing the present infrastructure, real move should be initiated by IT Section to
work on short software applications to help other sections e.g. Personnel
Management System in way of HR – MIS etc.
- IT section is using Windows – XP as operating system. Although this version is user
friendly but comes at the second stage as for as security matter and bugs are
concerned. The use of Windows NT Professional 2000 version(s) for server and
client respectively make the system on safer side. We are of the view to replace the
existing operating system with Windows NT family.
General:
- It has been observed that no list of job description/Terms of Responsibilities (TOR)
clearly stating the obligations and limitations of assignments is given to personnel
although SOP states description for the sectional heads. If support staff is served
with TOR, it may be more beneficial and focused to get work done effectively and
efficiently.
- It has been taken into account that all type of office application software is being
used unlicensed; and it is the case with operating system as well. Since the
organization is on the move to expand its IT facilities; it would be better to use the
licensed software not only to meet with the legal obligations in near future but also to
ensure security and quality objectives.
- It is also observed that personnel from other sections put frequent requests to IT
Section and seek help on very minor work event relating to IT function to get their
work done. IT section should make them skilled of solving these minor functions
(e.g. copy/pasting, folder toggling and using office application software efficiently)
at their own end. It would save extra time consumption of a particular task and avoid
bothering therein resulting into efficient use of resources leading to total quality
management.
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xvii
Education Section Background
Education Program is the key work area of NCHD. In order to ensure 100% enrollment of eligible children of age 5 – 7 in the school, towards improvement of quality concerned literacy rate, emphasis on tackling dropout ratio and to empower & strengthen the Education Department (Line Department at District Level); this program has been launched. In dream to meet multiple objectives (as enlisted on initial pages of this report), this program is implemented through Education Section at each HDSU level.
Introduction:
Education Section, at each HDSU level, is responsible to undertake the implementation activities as per directions of the competent authority(s). In Education Section, DPO (District Program Officer) acts as team leader to carry out the task. At HDSU - Rahim Yar Khan, this program is being implemented in all four Tehsil(s) of the district: Rahim Yar Khan, Khan Pur, Liaqat Pur and Sadiq Abad. At each Tehsil level, an office is setup, supervised by ADPO (Assistant District Program Officer), to implement and have close look on the activities of the field staff (MCs, SOs etc) in their respective target area.
a. Human Resource:
Management: District Program Officer (DPO) 01
In association with: Deputy District Program Officer (DDPO) 01
District Literacy Coordinator (DLC) 01
Assistant District Program Officer (ADPO) 04
Markaz Coordinator (MC) 04
Social Organizers (SO) (..)
Internee 01
b. IT Support available:
i. Hardware Support:
SR.
# Item with Specification Purpose
01.
Computer System
(NCHD-Education)
2.4 GHz, P-IV
Mainly used to get work done through office application
tools, internet/e-mail purpose and sharing of documents on
LAN with IT Section treated as client. The system is used
by DPO(E)
02. Computer System
2.4 GHz, P-IV
Treated as client with LAN. Mostly remains under use of
DDPO(E) for performing work on activity-to-activity based
working. Sharing of documents and e-mail/internet facility
is also available there.
03. Printer
No Printer is available in the section. However, hard copy is
taken using the shared computer in IT Section, as and when
required
03. Data Storage Device HDD 60 GB for each computer system, Flash Drive (on
Demand), FDD 3.5”, CD-R/W
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xviii
ii. Software Application Support:
To this extent no IT supported Management Information System is available to Education
Section on meeting with the objectives at large. However, short application to the level of
need cum basis, not full-fledged in operation, is used to support the information system to
perform specific task.
ii. Operating System & other Office Application Tools:
Operating System: Windows – XP
Office Application Tools: MS-OFFICE 2000
InPage 2000
Acrobat Reader, etc
iv. Network:
The section is enjoying the facility of LAN supported by IT Section. E-mail, internet, and
sharing of document are done using this facility. To this extent, no MIS system is
currently in operation. However, UPE-MIS is about to come under operation to support
Education program.
c. Operations of Education Section:
Following key assignments are performed in Education Section at HDSU level.
1. Coordination with Govt. Lines Departments at District/Tehsil Level
2. Activity planning, implementation, monitoring
3. Pursuance of activities at Tehsil Office(s)
4. Providing Facilitation to Field Staff (SO/MC etc)
5. Preparation of Reports on assignment to assignment basis
6. Any other assignment on need cum basis or special one assigned by the Head
Office.
In meeting with the above obligations, the nature of IT Support is available:
System Application Software Name: Currently no integrated System Application
software is available to support the program.
However, a system software named as UPE-
MIS is about to come under operation. To
this extent, short applications, using MS-
ACCESS, developed with the support of IT
Section at HDSU, R.Y.Khan. Generally
work is done using the tool MS-Word and
Excel.
Front-end Design Tool Short applications in order to get hands on
information regarding Social Organizers and
Feeder School (FS) are designed using MS-
ACCESS both for back end and front-end
designing. It is pertinent to mention here,
that none of above short application is fully
in operation but the desired information is
picked anyway.
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xix
Approach used to develop the system To the level so for these applications are
developed; object oriented approach is used.
DBMS used MA-ACCESS Database is used
Help available Not available with short application
Data Dictionary maintained For these short applications, no data
dictionary is maintained. Data Dictionary
maintenance regarding UPE-MIS is left with
the developing agency.
Requirement Analysis:
Why it is being used? These short applications are used to get
facilitation to accomplish the objectives and
to concrete on the efforts in managing SOs
and Feeder Schools.
Are user needs fulfilled? Yes, fulfilled to the level they perceive
keeping in view that system is not fully
developed.
Are organizational needs are fulfilled? In a way, organizational needs are not
fulfilled as they are struggling to get the
organizational needs fulfilled through UPE-
MIS.
Is it recognizable compatible with the system available at other HDSU?
Being the largest district in operation under HDSU at Rahim Yar Khan, the software on
UPE-MIS is still about to launch to support the key program i.e. Education (100%
some other HDSUs; the UPE-MIS is functioning partially with the updated data of their
area of operation. So they people are enjoying the benefits whereas HDSU, R.Y.Khan is
about to experience due to data verification at length.
End Result:
- Free of ambiguity As stated above short developed
applications are used for SO-MIS, FS/FT-
MIS supported with the office application
tools (MS-Word and Excel); therefore, no
problem in using these available tools.
- Easily understandable Yes, the software support available is easily
understandable.
Performance Analysis:
Types of Reports generated: List of key reports is given as under: -
Monthly Monitoring Reports (SOs,
FS/FT, enrollment activities etc)
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xx
Monthly Progress Reports on activities
and Field Staff
Activity Based Reports
Report(s) relating to SOs, providing
input to their salary/perks proceedings.
Report(s) relating to personnel acquired
through UNICEF in Education Program
Report(s) on enrollment, dropout, UPE
Register maintaining perusal etc.
Are reports generated Automatically? Every kind of report is prepared either
manually by getting input from the field
staff or done using the tool MS-Excel
normally. As no UPE-MIS is currently
available to the section so report(s)
particularly for analysis purposes
particularly on dropout management
information can’t be handy for decision
making. At every school level, UPE –
Register is maintained for enrollment
purposes. So for they people are not
provided with the computerized lists of
enroll able children, dropped out etc. IT
equipment and software support is used only
to prepare reports for the purpose
monitoring, implementation, activity reports
and like that. However, using short
applications on SO, FS/FT to the available
extent generate reports automatically
through report options given in the software.
Problems:
Strength to accommodate the changes in organizational policy
- Speaking about UPE-MIS, ready to come under operation, has passed through
analysis phase in recent past and constantly inputs are flowed during
development phase within scope of the project. After a long discussion and
problem analysis, IT Department at Head office and top management has agreed
on a final requirement based need to accommodate any future changes within
the scope. Finally, the design is put to the development agency. So at the
moment and in near future, the MIS to launch is very much ready to
accommodate changes in letter and spirit.
- As for as short applications are concerned; this is need cum bases and developed
at local level as IT Section is here to support the program. For example, on SOs
information program, which is not covered under UPE-MIS; IT Section may be
reckoned as and when required to accommodate amendments (field insert/delete,
report generation, import/export data) to address the requisite objective. Hence
there is no trouble of having the desired information.
- Besides this, MS-Word, Excel support is always handy to import/share data of
MS-ACCESS database to convert into to desired information.
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xxi
Therefore, there is no worry to accommodate changes in organizational policy/procedures
and need in MIS software applications.
Security Measures:
Currently, in the prevailing MIS, the concerned Sectional Head, DPO(E) is responsible
for maintaining security measures in Education Section enforcing e.g., application
password, system password etc.
It is observed, in general, there is no problem with data security measures. Backups are
always maintained on specific schedule dates by IT Section in order to encounter with
lost/theft, advertently damage of data etc.
- Current Issue
With respect to the IT support, what would you think the vital concern that really needs to be
solved?
Education Section has to work on UPE, FS/FT part of UPE and Adult Literacy (now given under
the control of District Literacy Coordinator). To cover all programs in this report is beyond the
scope. Here only UPE is apparently taken in to focus and documented the issue of vital concern in
regard to IT support at surface level. We all agreed that UPE program desperately needs IT
support by developing such information system that helps on solving the following major
identified problems so that the object drawn on this program be achieved in letter and spirit.
Need to curtail Children Drop out ratio after having enrolled in the school
Need to provide list(s) of enrollable children well before admission session commences
to ensure 100% enrollment of children in the school
Need to find out convenient track and trace system for child left over from one school
and joined other one or the situation may be.
As said, UPE is a vast program; here only surface area of this program is covered. UPE-MIS, as
we perceive, has to deal with the data focused on the child at length whereas management
information system on field staff (SO, MC, FT/FS) are left on the part of DPO(E). An up-to-date
and solid application on monitoring, evaluating and analysis of progress of such field staff is
required to associate with the main UPE-MIS. Education Section needs IT Support to meet with
the realistic interpretation of the matter.
- Cause of Analysis:
To improve the credibility of financial resources, production, inventory, human resources
development activities in the organization.
UPE program has a serious concern on dropout ration (about 50%). Without having updated,
timely available, concrete information system there is difficult to enjoy satisfaction level of
achieving 100% enrollment of children between age of 5 – 7 years showing 50% dropout (which
are currently estimated).
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xxii
To apply measures to cut down the dropout ratio, Alongwith other strategies, IT support is
required to get hands on information to analyze the situation in depth. UPE Register is maintained
manually at each UPE primary school level and same is the case with Feeder School. Imagine the
fruit, once sound and verified data collection is put to a database and replacing/support the manual
mechanism. The output through such information (Computerized List) will not only equip with the
list of enrolled children but with the list of those children come to eligible to enroll well before the
admission session commences. If this time consuming effort is accomplished through IT support;
the rest of the work e.g. implementation, monitoring and tangible measures to minimize the
dropout ration can get effective human resource utilization at the end.
- Effects:
After these analysis, impact on organization
As organization acts as Wheel to Social Change and Development under their Education program,
the solution to the issue in concern will exercise a healthy influence on part of achievements,
effective human, financial resources utilization and help the task easy in services delivery to
empower the community, govt. lines departments at district and tehsil level. The solution to such
problem will enforce lines departments’ personnel in discharging their responsibilities effectively
and be more focused to this noble cause – Education for All.
- Problem Analysis:
Time frame analysis, political, economical, reforms by government, change in policy, global
challenges etc.
- Timely solution to the problem in concern matters a lot and need to be taken on priority.
Since NCHD has launched the Education Program (UPE), period of about 2 – years has
elapsed. The HDSU in focus has achieved 86% enrollment rate whereas estimated
dropout is 50% (based on overall estimation). On having close look at the statistics,
timely solution would save from the real damage.
- Such information system is needed not only to fulfill the requirement on implementation,
monitoring, evaluation of the program objectives but also helpful in meeting with the
global challenges, commitment made by government on world forum towards meeting
100% literacy rate by 2015.
- Result
Overall your perception about concerning activity which you have done
Education Section is doing at their level best in lines with targets set to achieve. But they people
are also concerned on dropout figures even measures are taken as per training manual guidelines.
The coordination level with lines departments and among the team members is admirable. They
people are united as team. The positive aspect is that they are committed to do the assignments
perceiving as noble cause to make people literate and delivering quality education comes under
definition by NCHD.
- Solution Criteria
Make different alternative solutions and prepare a comprehensive criterion resolve the particular
problem
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Human Development Support Unit, Rahim Yar Khan
Page xxiii
- Obviously and as discussed so for, UPE-MIS is the best solution on tracking and tracing
of child. This information system contains the database of children of 0 – 9 years age of
the focused area. The system is developed using tool Oracle 11i for both backend and
front end interface. The software is passing through necessary checks and to ensure the
consistency on database. Partially, the system is under commissioning at different HDSU
level. Rahim Yar Khan being the largest target district is getting time to launch due to
heavy database records.
- Secondly, incomplete short applications on MIS relating to SOs, SCMs, FT should be
developed with a serious concern to integrate with UPE-MIS for effective utilization.
- Thirdly, alongwith capacity building of Education Section, IT Section should take steps
to extend their expertise to Education Department at District level so that they people be
able to adopt the effective information system to manage the work in lines with the
object. The sincere efforts are required at both ends to curtail the dropout ratio having
serious concern. IT Section may help the Education personnel in local government setup
to make their analysis and reporting system reliable and up-to-the standard. MIS on short
applications can be developed or IT Section can help them to utilize applications tools
(EXCE, MS-ACCESS) for the purpose to associate the strength of measures with NCHD
activities.
- Possible solution/Recommendations
Choose most appropriate solutions by means of objective analysis among the different alternative
with financial implications
There is no way except to exercise all above points in order to get problem solved as discussed at
length in regard to objective analysis.
- Benefits
Advantages of your recommendations for the organizational objectives analysis with no sweeping
statements
- The analysis mechanism will be strengthened. The reporting will be accurate and fast. On
reliable analysis, decision-making will be sound and more effective to apply.
- List of Children coming eligible to enroll will be available well before the session
commences.
- The full fledge information system will help to control the dropout ratio.
- This system will be helpful in addressing the issues as discussed above.
- Weaknesses
What the flaws of organizational activities in different department, you observed during analysis.
Please give objective analysis with no sweeping statement.
No major weakness is observed in working of Education Section. However, for effective
utilization of human resource with good time management, they people lack with training to some
advance level for development of short applications using Excel, MS-ACCESS, MS-Project etc. as
they effectively perceive
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xxiv
- Suggestions for Improvements
Scrutinize possible improvements to weaknesses of the organization
IT Section should come forward to play its role and provide expertise on using wizard utilities to
generate quick short applications for manipulation of data as how effective they want to be. This
may be done by extending coordination by IT personnel in the supreme interest of the
organization.
- Conclusion
End result achieved
They people are doing work with commitment and great zeal and zest in pursuance of prime
objective to enroll every eligible child in school under their operational area. They are taking some
concrete steps at HDSU, Head Office level to strengthen their information system to handle the
dropout ratio specifically. They work as team and coordination level is upto the mark.
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xxv
Part and Parcel:
At the end, a question/answer session is held with the DPO(E). Discussion is summarized as under: -
- Are you well versed with SOPs/Terms of Responsibilities (TOR)?
Yes, SOPs and job assignment description are fully conversant to the personnel responsible for.
No one feel hesitation in getting help and understanding his/her role on a specific problem and do
like a team towards one objective in mind – Education for All.
- Do you think distribution of work assignments is justified?
Yes distribution of work is nicely done. As we people work as team; hence we all do at our level
best to meet both qualitative and quantitative objectives.
- Job rotation plays a vital role in strengthening Human Resource. Do you agree with the statement
and love to work in other section for the sake of experience and enhance your capabilities?
Of course, job rotation plays a key role in learning new skills. It provides an opportunity to get
hands on experience on different assignments. It is help full, if exercised within one area of field.
We all would love to gain expert level using this component in Education Sector so that delivery
of services is superb.
- Do you have sufficient training to do your assignments effectively?
Yes, we are all the time in learning process and have adequate level of training to perform the
assigned tasks.
- Do you need further training, especially relating to IT support?
Yes, I need further training on following three tools, even UPE-MIS is come into operation, in
order to perform the assigned task efficiently, in quick possible time, effectively, for sound
decision making and concrete analysis on the areas we really need to minimize dropout ratio in
particular and over all objectives in general: -
MS-ACCESS: we need training on this software so that short application is developed in
quick possible time instead on knocking to IT Section to come forward to equip us with
the application on the analysis and requirement based as we perceived.
SPSS (Statistic Package for Social Sciences) – is a handy tool for statistical analysis on
social related projects like Education, Health etc. Handling of this software at
intermediate level will enhance the capacity sufficient to meet our needs.
MS-PROJECT – The software is very useful in activity based planning. Hands on
practice can make us confident in analysis and time management on a particular activity.
- What kind of support do you expect from your IT Section?
In prevailing infrastructure we expect that our IT Section at HDSU level would extend their
expertise on the tools we are concerned. Through informal working sessions, without disturbing
normal routine work at both ends, the capacity building can be enhanced and skills be improved in
way of optimum utilization of human, financial, technical resources for this noble cause.
FACT SHEET – D
Human Development Support Unit, Rahim Yar Khan
Page xxvi
Health Section
Background:
Primary Health Care Extension activities come under Health Program launched by NCHD in those locations where Government’s Lady Health Workers are not present. These locations are identified in coordination with the district Health department. The Primary Health Care Extension program is focused at improving communities’ behavior towards health, accurately identifying local health needs and restructuring services of local health facilities to meet those needs. All this process ensures communities’ role at all levels in decision making for effective provision of health care. Project interventions of Health include Immunization of children and women, Diarrhea and ARI prevention & control, maternal care, growth monitoring, child spacing, usage of iodized salt, hygiene and sanitation, and health education. NCHD set objectives that at the end of three years’ period, in the program areas; it will reduce maternal mortality by 25%, Infant mortality by 33% and Population growth rate to less than 2%. Introduction:
Health Section is placed in operation at HDSU, Rahim Yar Khan (as the case with other HDSUs) to implement activities to meet with above objectives. The operation is in progress in three tehsils of Rahim Yar Khan: Khanpur, Liaqat Pur and Sadiqabad. This target area is divided into eight sub-areas Each Sub area is further divided into Units and cluster. Each unit comprises to 400 households. Presently, three Project Mangers are covering the entire area activities: Sub Area 1 – 3 is supervised by a Project Manager having Field Office at Tehsil Hospital, Khan Pur. Another Project Manager having office at Tehsil Hospital Liaqat Pur covers sub Area 4 – 6. Whereas two sub areas, 7 – 8 consisting Tehsil Sadiqabad, are covered by the Project Manager at Sadiqabad.
a. Human Resource:
Management: District Program Officer (DPO) 01
In Association with: Deputy District Program Officer (DDPO) 01
Assistant District Program Officer (ADPO) 03
Health MIS (HMIS) 01
Project Manager (PM) 03
Supervisor 08
Social Organizer (SO) 08
Training Coordinator 16
Assistant Admin/Finance 07
Male Health Worker (MHW) 61
Female Health Worker (FHW) 125
Traditional Birth Attendant (TBA) 123
Support Staff (SS) 08
b. IT Support available:
i. Hardware:
SR.
# Item with Specification Purpose
01. Computer System
2.4 GHz, P-IV
Liked with the server in IT Section on LAN treated as
client. The system is under operation of DPO(H).
02. Computer System Treated as client on the LAN. The system is in use of
FACT SHEET – D
Human Development Support Unit, Rahim Yar Khan
Page xxvii
SR.
# Item with Specification Purpose
2.4 GHz, P-IV MIS(H) for preparation of Monthly Progress Reports, email
usage and for other assignments relating to office
applications tools.
03. Printer
No Printer is available in the section. However, hard copy is
taken using the shared printer in IT Section, as and when
required
03. Data Storage Device HDD 60 GB for each computer system, Flash Drive (on
Demand), FDD 3.5”, CD-R/W
ii. Software Application Support:
EPI Info 6.04 is used to record the baseline data received from eight sub-areas required to
send to head office for further manipulation.
iii. Operating System & other Office Application Tools:
Operating System: Windows – XP
Office Application Tools: MS-OFFICE 2000
Adobe Acrobat Reader
InPage etc
iv. Network:
The section is linked with LAN supported by the IT Section. The Health Section is
enjoying the facility of Internet, email and sharing of necessary documents as and when
required over the network.
c. Operations of Health Section:
Following key assignments are performed meeting with obligations in the pursuance of objectives
of EPI Program.
1. Preparation of District Monthly Progress Reports (MPR) in consolidated form as per
desired format by Head Office
2. Append Part-wise baseline data collected on the questionnaire from the field using the
Program EPI Info 6.04c
3. Planning, implementation and monitoring of activities in lines with the objectives drawn
on EPHCI Extended Primary Health Care Interventions as desired by the Head Office
4. Conducting training(s) of field force, the personnel liable to acquire the skills required in
performing the assigned tasks.
5. Supervision of team members at Project Office(s) and HDSU level
6. Any special assignment(s) entrusted by the Head Offices etc
In meeting with the above obligations, the nature of IT Support is available:
With respect the IT Support to MIS, here, we will focus on the first two assignments
enlisted above and work of MIS(H) taken into consideration.
System Application Software Name: No System Application software is in use of
Health Section. However, EPI Info 6.04c
FACT SHEET – D
Human Development Support Unit, Rahim Yar Khan
Page xxviii
(recommended software by WHO),
application software on health issue, is used
and rest of the IT related work left on the
part of MS-OFFICE application.
Epi Info 6.04c
Front-end/Backend Design Tool DOS based application
DBMS used .REC type file is created to store records on
different part of the data on questionnaire.
The .REC file is then converted in the .xls
format.
Help available Yes, in the software, help is available
providing description to handle and get work
done by exercising different options there.
Chapter-wise description is given in text
format on stepwise instructions how to
handle the tool.
Requirement Analysis:
Why it is being used? Epi Info is being used only to enter baseline
data, received from the target area, as per
questionnaire designed by Head Office.
However, it can be used for the following
purposes: -
Design and prepare information
collection instrument for a study.
Develop sound strategies for field
supervision, editing and verification to
assure complete reflection of what
people said.
Create questionnaire entry screen using
EPED Program
Write a Check Program for the
questionnaire using CHECK Program
Enter data using ENTER Program
Double enter and validate the
questionnaire into the REC file.
Verify that the data in the computer
database is an accurate reflection of the
data on the questionnaire paper
Analyze and manipulate data using
ANALYSIS Program
Are user needs fulfilled? User needs are fulfilled to the desired extent.
Are organizational needs are fulfilled? Organizational needs are fulfilled to the
level required to get accomplished at HDSU
FACT SHEET – D
Human Development Support Unit, Rahim Yar Khan
Page xxix
level (i.e. only data feeding and surface level
manipulation) and rest of the work i.e.
analysis is left on the part of Head Office.
Is it recognizable compatible with the system available at other HDSU?
On enquiry, it is revealed that same set of procedures is followed to perform the task at
other HDSUs.
End Result:
- Free of ambiguity Yes, the Pull Down Menu(s) are self
explanatory to exercise the specific task.
- Easily understandable Yes, the software is easily understandable
upto the level of work is required to be done.
Performance Analysis:
Types of Reports generated:
Through Epi Info, number of reports can be generated but no output is taken on creation
of the record. The record file is imported in to EXCEL for basic manipulation and then
passed to Head Office as per requirement. Towards comparison of baseline data, the
reports are generated on the actual performance data received in shape of MPR from
different sub areas. These reports are generated using EXCEL. The list of these reports is
given as under: -
Table–01: Status of Current Pregnant Women
Table–02: Status of Postnatal Care
Table–03: Pregnancy outcomes and Initiation of Breast Feeding
Table–04: Antenatal Received in Pregnancy & Status
Table–05: Morbidity
Table–06: Mortality
Table–07: Immunization Status of Children under Five
Table–08: Immunization Status of Reproductive Age (15 – 45 years)
Table–09: Growth Monitoring of Children
Table–10: Child Spacing
Table–11:Water & Sanitation
Table–12: ORS & Iodized Salt utilization
Table–13: Formation of Cluster Committees, Unit Committees & their meeting
Table–14: Population for the current month and Health Education Activities
Table–15: Shopkeepers, Barbers, Medical Practitioners, Imams and Elected
Representative
Table–16: Objectives set for this month & their status of Achievements
Table–17: Personnel
Table–18: Miscellaneous
Are reports generated automatically? Epi Info has the tendency to generate
different types of reports. But as desired by
Head Office, collection of data recorded
FACT SHEET – D
Human Development Support Unit, Rahim Yar Khan
Page xxx
using the software is sent to them for further
process and reports. However, MPRs are
prepared/complied in EXCEL. Most of the
work is done manually i.e. feeding entry in
each and every cell. No advance function to
minimize the effort on feeding data is used.
In this way, we can say reports are generated
manually.
Problems:
Strength to accommodate the changes in organizational policy
Apparently, there is no problem to accommodate the changes in organizational policy in
respect of tool is being used. In case policy is changed and need to develop a new
questionnaire; Epi Info can perform the task easily.
Security Measures:
No problem is observed with security measures. However sound data consistency checks
lack on field entry level.
- Current Issue
With respect to the IT support, what would you think the vital concern that really needs to be
solved?
There are number of activities performed in Health Section i.e. planning, implementation,
monitoring or special emphasis on some focused assignments like ORS campaign etc. Here only
MIS related to IT focused activities (MPR and Epi Info 6.04c baseline data entry) is taken into
account.
We understand, in preparation, consolidation/compilation of MPRs received from eight sub areas;
IT support is very much required to improve the skills of H(MIS) in performing this activity in
dream to good time management and efficient use of resources.
- Cause of Analysis:
To improve the credibility of financial resources, production, inventory, human resources
development activities in the organization.
On the task in focus, manual data entry is put for reports of each sub areas (15 reports for
each sub area) towards compilation of MPR. This leads to extra effort put by human
resource.
It is also observed, some times, manual calculation is done for having effect, on eight
sub-total(s) of individual reports, in one cell of compiled report format.
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Human Development Support Unit, Rahim Yar Khan
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- Effects:
After these analysis, impact on organization
Efficiency and effectiveness on part of this task shatters the degree of performance in
result to which productivity level decreases.
It is also observed after having laborious work done on manual feeding for each and
every cell except figures on total; worksheet(s) are imported to Word just for taking
hardcopy. This shows not fully conversant on the Page Setup mechanism of EXCEL.
- Result
Overall your perception about concerning activity which you have done
Work is done any way; but not effectively in use of IT Support applied.
Lack of Training to use the tool at intermediate/advance level. However, at the beginning
level done well.
- Solution Criteria
Make different alternative solutions ad prepare a comprehensive criterion resolve the particular
problem
Using the tool EXCEL, District Monthly Progress Report can be prepared and compiled
in quick possible time following the given steps narrated hereunder: -
o Create a folder to acquire the file for compilation/consolidation of data as well
as individual files received from different sub-areas. The folder may be given
the name CompiledMPR.
o The file having worksheet(s) for consolidated data should be prepared as per
desired format. The Master File may be given the name e.g.
ReportForTheMonthOf____.
o Place the soft copy(s) of MPRs received from different sub-areas in the above
named folder. Ensure the file name(s) to the soft copy(s) from respective sub-
areas, once given, should not be changed. For example, soft copy(s) pertaining
to different sub-areas are given the name as: -
Soft Copy Pertains to File is give the Name
Report Sub Area – 1 ReportSubArea1
Report Sub Area – 2 ReportSubArea2
Report Sub Area – 3 ReportSubArea3
Report Sub Area – 4 ReportSubArea4
Report Sub Area – 5 ReportSubArea5
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Soft Copy Pertains to File is give the Name
Report Sub Area – 6 ReportSubArea6
Report Sub Area – 7 ReportSubArea7
Report Sub Area – 8 ReportSubArea8
o Please ensure the name of the file once given should remain the same for report
on each and every month pertaining to relevant sub Area.
o Ensure the format on each and every table of MPR prepared at each office of the
Project Manager is 100% accurate and same with no slight fluctuation even in
cell addressing as compared to the format designed for consolidated (Master
File) Monthly Progress Report.
o Make Link of respective cell(s) desired in the compiled report received from
sub areas in the required cell/sheet of Master File. After having done, the
compiled Report is generated automatically and ready to analyze for the current
month.
o For preparation of next month report: -
Make a copy of the already created folder under same set of individual
reports for sub areas.
Replace the individual files with the newly received soft copy(s)
ensuring the same set of file name(s) as used for the previous month
Master File.
These steps are given in brief. A presentation/demonstration can be
performed, if required.
- Possible solution/Recommendations
Choose most appropriate solutions by means of objective analysis among the different alternative
with financial implications
The above solution would be the best choice to exercise in the prevailing situation and most
appropriate for the reasons: -
No changes are required in the current available infrastructure/resources (financial,
human, technical).
It is all the time cost effective. Only expertise from IT Section is required to accomplish
the task and make the personnel i.e. H(MIS) fully skilled on getting the above steps
performed.
- Benefits
Advantages of your recommendations for the organizational objectives analysis with no sweeping
statements
It would save from laborious work of data entry for worksheet(s) on different eight sub
areas.
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Verification on compilation of reports would be easy.
Reports will be passed on to Head Office in quick possible time for doing necessary
action at their end.
The effort/time saved from this activity may be consumed on other focused work.
- Weaknesses
What the flaws of organizational activities in different department, you observed during analysis.
Please give objective analysis with no sweeping statement.
In Health Section, no significant weakness is observed towards coordination, motivation and
teamwork progress. However, there is always room for improvement. All the time, we are in
learning process.
- Suggestions for Improvements
Scrutinize possible improvements to weaknesses of the organization
Alongside of support from IT Section, the personnel in the Section with sound knowledge and
expertise in relation to IT matter should come forward to help and facilitate the personnel
requiring desired level of skills in order to improve the efficiency level in the best interest of the
organization.
- Conclusion
End result achieved
First of all, we must appreciate the effort being done by Health Section in pursuance to meet the
desired objectives. As stated earlier, in regard to IT Support, Epi Info is only being used to record
baseline data while EXCEL for generating MPRs satisfactorily. H(MIS) needs training to perform
work with good time management. They people work as a united team and coordinate with each
other in meeting with objectives and support is extend to other sections as well.
System Evaluation:
Epi Info 6.04c is not system software but used as integral component of MIS in Health Section. However,
the system is evaluated on the same parameters applied on FIS supported with the feed back from the end
users, personal observation and experience.
SR.
# Area(s) taken in focus Observation
01. Run without errors that disrupt program
function
Yes, the software runs without experiencing any
error that disrupts the program functions.
02. Be easy to install and use
As DOS based application, no wizard utility is
available. Command based instructions are there to
install the program
03. Provide documentation to support program
installation and operation
Yes, documentation support is available to install
the program i.e. Read Me file.
04. Be compatible with the hardware, network,
and system.
Of course, being DOS based application; the
software is very much compatible with the
hardware, network and system in use.
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Human Development Support Unit, Rahim Yar Khan
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SR.
# Area(s) taken in focus Observation
05. Provide user-friendly search capabilities that
provide optimal access to information.
As the functions of the system are executed through
Pull Down Menu(s). To the extent of available
options, searching capabilities are user-friendly.
06. Provide searches in reasonable time. Yes, provides search in reasonable time.
07. Provide flexible means to navigate and
search.
Navigation tools (Previous, Next, First, Last) are not
part of the DOS based application.
08.
Incorporate principles of effective screen
design including readability, legibility,
consistency, and use of functional areas.
As the application is DOS based; screen design on
parts of the designed questionnaire is acceptable to
the extent of just getting work done.
09. Provide valid and complete information
from reliable sources.
Yes, it provides the desired information with
reliability.
10. Sequence information in a logical order
To maintain the logical order of the information is
in the hands of the user on designed questionnaire.
As the questionnaire designed on different parts, the
logical order flows accordingly.
11. Allow you to vary the font size for easier
reading.
Yes, font of the application is easier to read and
putting data to the questionnaire.
12. Provide means of printing or downloading. Printing options are available there but downloading
in not the scope of the software.
13. Be the best format for the information. The information is in acceptable format.
14. Easy to use and reliable information Yes, information is reliable and easy to use.
15. Search Tools/options are available
Searching tools/options are available but none of the
business is done with them. Section only use the
applications for feeding of the data on the designed
questionnaire and the .REC file is passed to the
Head Office
16. Screen Design and Visual appeal
The application screen is without any icon/objects;
so visual appeal is not comparable and attractive as
object oriented application screen looks like.
17. Option selection, calculation, Graphic Tools Yes, Calculation tools are available in the
application.
18. Color Options, Spelling/Grammar
Spelling/Grammar options are not available;
however, color scheme of the screen can be changed
utilizing the available options.
19. Printing Options The application provides the facility of Printing of
data and reports as available options.
20. Reports self generated, options/pre-defined
All kinds of reports within the scope of the
application are self generated but work scope of the
section needs no report to get through this
application.
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VCD Section
Background: Volunteerism is a strong expression of brining about positive social change in the society by involving people for a common goal. Volunteerism and Community Development sector of the Commission run a volunteer movement for socio-economic development and behavioural change and also carry out a community development process for effective implementation of education and health programmes. Volunteerism is expression of feeling that inspire a person to apply time, resources and capabilities with his/her own will without expecting any tangible/intangible gains for the sole betterment of community. With such concept, NCHD has utilized this component through its VCD (Volunteerism & Community Development) Section to support the programmes: Health and Education on meeting their respective activities (Data Collection through volunteers, ORS training Campaign) Introduction: At HDSU level, VCD Section is placed in operation to promote volunteerism at District, Tehsil, Union Council and Village level in the areas of program sections. Like other program sections, a District Program Officer at VCD supervises the overall activities of the section. Four ADPOs for each tehsil (Khan Pur, Liaqat Pur, Rahim Yar Khan and Sadiq Abad) work on their respective assignments. Recently, Sixty-One Community Social Mobilzers (CSMs) are recruited to assist ADPOs on meeting with the objectives in a coherent way. So for now, 10858 volunteers are identified (Male: 9296, Female: 1562). In 122 Union Councils of the District; from 616 identified Union Council Coordinators (UCCs), 528 have been registered after training of 551.
a. Human Resource:
Management: District Program Officer (DPO) 01
In Association with: Assistant District Program Officer (ADPO) 04
Community Social Mobilizer (CSM) 61
b. IT Support available:
i. Hardware:
SR.
# Item with Specification Purpose
01. Computer System
2.4 GHz, P-IV
System is jointly used by DPO & ADPOs to get work done on
their respective assignments. System acts as client on LAN.
02. Computer System
2.4 GHz, P-IV
This system is assigned to Assistant Media Officer (AMO)
but being used in VCD Section. It is also attached with the
LAN and used for e-mail/internet browsing as well as meet
the requirements on different assignments in the Section.
03. Printer
No Printer is available in the section. However, hard copy is
taken using the shared printer in IT Section, as and when
required
03. Data Storage Device HDD 60 GB for each computer system, Flash Drive (on
Demand), FDD 3.5”, CD-R/W
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ii. Software Application Support:
No System application software regarding IT support to MIS is available. Work is done
mostly using Office Application Tools (MS-Word and EXCEL in particular)
iii. Operating System & other Office Application Tools:
Operating System: Windows – XP
Office Application Tools: MS-OFFICE 2000
Adobe Acrobat Reader
InPage etc
iv. Network:
The section is very much on line at LAN established at HDSU level to enjoy the facilities
of Internet/e-mail browsing, sharing documents and other hardware resources with each
other.
c. Operations of VCD Section:
Following key assignments are performed meeting with obligations in the pursuance of objectives
of the Program.
01- Maintaining Record on Registration of Volunteers
02- Preparation of Monthly Monitoring Reports
03- Preparation of Monthly Progress Reports
04- Preparation/Delivery of Volunteer Registration Card(s) for identification
purpose
05- Conducting Trainings(s) of Union Council Coordinator(s), Village
Coordinator(s), and Village Volunteer(s) on respective manual(s).
06- Arrangements/Conducting Extra Curriculum (Healthy Social Activities to
promote volunteerism in order to identify/register new volunteers to strengthen
National Volunteer Corps (NVC).
07- Training of Community Social Mobilizers (CSMs)
08- Any other sort of activity helpful to promote volunteerism in lines with the
objectives of program sections: Education and Health.
Note: Here, with respect to the IT Support to MIS, we are taking the tasks at Sr. 01 – 04
as mentioned above in to account
System Application Software Name:
No application system software is currently
in operation in relation to IT Support to
MIS. Most of the work is done using MS-
OFFICE (EXCEL and WORD) application
tools.
Requirement Analysis:
Why it is being used?
- EXCEL is being used to record the data
against registration of volunteers as per
prescribed form.
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- For preparation of MPR/MMR as per
desired format
- POWER POINT for preparation of
presentations on different tasks as
desired.
- WORD for general Correspondence or
generating some format etc.
- InPage: To generate required stuff in
Urdu.
Are user needs fulfilled? Users needs are fulfilled to the extent that
work is done any way without proper time
management to accomplish the task. No
proper tool is being utilized for the purpose.
Are organizational needs are fulfilled? Organizational needs are fulfilled in one
way or the other. In relation to IT Support to
MIS, VCD accomplish the assigned task at
their own end. Anyhow, the desired output
is sent to Head Office, which serves their
purpose.
Is it recognizable compatible with the system available at other HDSU?
It is revealed that at HDSUs: Gujrat and Narowal, they people are maintaining database
for tracking, tracing and record management of registered volunteers. They are more
effective to get hands on information for sound analysis in order to utilize volunteers on
record in best interest of the organization.
Performance Analysis:
Types of Reports generated:
Monthly Progress Reports
Monthly Monitoring Reports
Activity Reports
General Correspondence
Any other report specific to the activity
Are reports generated Automatically? As no application software support is
available; reports are generated normally
putting the value to the application without
assigning any manipulation task to the
system.
Problems:
Strength to accommodate the changes in organizational policy
There is no problem to accommodate the changes in preparing information caused to
change in organizational policy because no proper information is system is available
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there. Each type of information is prepared using office application tools. Therefore,
work is done any way to get the desired information.
- Current Issue
With respect to the IT support, what would you think the vital concern that really needs to be
solved?
Development and maintenance of a database application for management of record of
Registered Volunteers in operational area i.e. Track and Trace System of Volunteers.
IT Support on preparation and issuing of Computerized Identification Card(s) to
Registered Volunteers
Training on maintaining/development a short database application and to those ADPOs
who have inadequate knowledge on using the office application software.
- Cause of Analysis:
To improve the credibility of financial resources, production, inventory, human resources
development activities in the organization.
Volunteerism & Community Development Section does as supportive role to Health and
Education program sections to make things easy for them strengthening participatory development
approach. The main objective of VCD is to identify and register volunteers in the community
(upto village level) and then utilize their efforts effectively in meeting Health/Education
assignments as and when required. Imagine, if no proper record management (database) is
established; the VCD may be in a fix on desired information for decision making in selection of
most suitable person on the required task. Presently, the time consumed on maintaining the record
by utilizing the inappropriate application tool disturbs the effectiveness on sound decision-making
and exercises unhealthy influence towards meeting other assignments within stipulated period of
time.
Secondly, at present, due to inappropriate use of application tool on record management of
Registered Volunteers results in unutilized information for preparation of Computerized
Identification Cards. They people are doing the task manually. A bulk of cards to issue is left to
complete. On pursuance of the registered volunteers; they issue the card accordingly putting
particulars on the card by hand.
- Effects:
After these analysis, impact on organization
In view of cause of analysis, the current situation exercise the following impact on the sectional
performance mentioned in the following points: -
- Data on registered volunteers remains in consistent to utilize for multiple purposes. Even
simple analysis cannot be taken by utilizing the current tool.
- Delay in process of issuance of Identification Cards exercises an unhealthy influence on
the performance of the section.
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- Lack with the desired level of skills results in consumption of time more than the desired
to complete a specific task.
- Result
Overall your perception about concerning activity which you have done
VCD team is very much dedicated and determined to do work utilizing best of their efforts in
meeting with the responsibilities. They people are desperately looking for support from IT Section
for assistance to solve their genuine problems. They coordinate and assist each other on
assignments. They welcome queries, volunteers, and visitors to their section with open heart and
always in attempt to motivate, satisfied on the observations towards this noble cause.
I am of the view that IT Section requires formal request from VCD people. Whereas VCD section
dreams that IT Section is analyzing the situation and would come to their door step to assist them
as IT Section is fully aware of the need in result of scheduled meetings, informal discussions
between sections etc.
- Solution Criteria
Make different alternative solutions ad prepare a comprehensive criterion resolve the particular
problem
Incomplete application software initiated by the IT Section should be developed and
implemented so that the database managed on registered volunteers.
In order to handle record on estimated database of 5000 registered volunteers, short
application may be developed by taking necessary attributes of Volunteer Registration
Form in MS-ACCESS expecting the output on following objectives: -
o Extraction/analysis of volunteers at District, Tehsil, Union Council and Village
level separately
o Extraction of record on the area of interest of volunteer
o Types of report(s) necessary to meet the requirements as analyzed by ADPOs
and VCD Section to meet the time-to-time requirements of Head Office.
o Export of Data to be utilized for Identification Cards or Facility of
Computerized Card issuance using the same application tool.
o Issuance of thanks/acknowledgement/motivation letters to the volunteer, his/her
parents/guardian.
- Possible solution/Recommendations
Choose most appropriate solutions by means of objective analysis among the different alternative
with financial implications
First the software application system developed by DITO should be reviewed and efforts should
be made to complete it so that fruitful results be taken from it. However, in my opinion, best
solution to the problem is to go with the second option as mentioned above. It is a short
application need less time to complete and set in operation at compared to the first one system
developed in Oracle. Over 5000 records is not a difficult task to handle in MS-ACCESS. If IT
Section extends its support to build the capacity of ADOs/DPO (interested to learn skills); it will
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Human Development Support Unit, Rahim Yar Khan
Page xl
be more beneficial not only to get the problem solved but maximum task would be in the hands of
VCD people and only facilitation would be left on the part of DITO.
- Benefits
Advantages of your recommendations for the organizational objectives analysis with no sweeping
statements
Definitely, VCD would be handy access to the most suitable volunteer on the specified
task.
To go with the recommend option not only builds the capacity of the VCD personnel to
get solution on the problem in question but also they people would be able to develop a
short application on personnel management of CSMs.
In case, Computerized preparation facility is not put in the proposed Volunteers Track
and Trace System; VCD can use the database in import in other application software e.g.
WORD utilizing the option of merge printing with having format of desired Card to get a
printout over here or other short application may developed.
Surely, following the recommended criteria would enough time and other resources
leading to improvement in performance and disposing off the assignments effectively and
efficiently.
- Weaknesses
What the flaws of organizational activities in different department, you observed during analysis.
Please give objective analysis with no sweeping statement.
For a couple of month at HDSU, it has been observed that VCD people has been in uncertainty
about the fate of the Section conceiving rumors/facts from different sources about
close/dissolution of the section. So, in this sort of situation, performance and commitment level to
work with heart and soul definitely decreases.
- Suggestions for Improvements
Scrutinize possible improvements to weaknesses of the organization
Organization should take quick decision in order to avoid such sort of situation. Either the
decision is favorable or unfavorable; it should be taken timely without creating uncertainty. It not
only affects the direct personnel but also shakes the confidence of other associated stakeholders.
Now the VCD is out of such danger and is on track to work zeal and zest.
- Conclusion
End result achieved
With respect to problem in question, IT Section as immediate support, has great responsibility to
come forward and initiate informal discussion with VCD people with the motto to provide
services at their door step in the larger interest of the HDSU and ultimately towards achievement