Assessment Project For HEMIS Implementation at The Institutional Level

Assessment Project for HEMIS Implementation at the Institutional Level
Assessment Project for

HEMIS Implementation at
the Institutional Level
Survey Questionnaire
Version 3.2
This Survey Questionnaire will require approximately 40minutes to complete, especially if the
respondent has an updated copy of their Information Systems Strategic Plan (ISSP) or similar
document. For inquiries on any of the items, the respondent may get in touch with CHED through
the contact details indicated below. The Survey Questionnaire is to be accomplished by all Higher
Education Institutions (HEIs) in the Philippines and submitted to CHED on or before 18 December
2015.
Contact:
Office of Policy, Planning, Research and Knowledge Management (OPRKM)

Telephone: +632 441 1169
Email address: survey@ched.gov.ph
Part I of the Survey is patterned after the DOST-ICTO ISSP template. Page 0 of 47.
Table of Contents
ABBREVIATIONS AND ACRONYMS ................................................................................................................... 2

INTRODUCTION ........................................................................................................................................... 3
PART I INFORMATION SYSTEM (IS)-SPECIFIC .................................................................................................... 5
SECTION 1 ORGANIZATIONAL PROFILE ........................................................................................................ 5
SECTION 1.1 INSTITUTION’S PROFILE ...................................................................................................... 5
SECTION 1.2 THE HEI AND ITS ENVIRONMENT (FUNCTIONAL INTERFACE CHART) ........................................... 8
SECTION 1.3 PRESENT ICT SITUATION (STRATEGIC CHALLENGES) ................................................................ 9
SECTION 1.4 STRATEGIC CONCERNS FOR ICT USE ................................................................................... 10
SECTION 2 RESOURCE REQUIREMENT ....................................................................................................... 11
SECTION 2.1 DEPLOYMENT OF ICT EQUIPMENT AND SERVICES ................................................................. 11
SECTION 2.2 ICT ORGANIZATIONAL STRUCTURE ..................................................................................... 15
SECTION 3 DEVELOPMENT AND INVESTMENT PROGRAM .............................................................................. 18
SECTION 3.1 SUMMARY OF INVESTMENTS ............................................................................................. 18
PART II ICT INFRASTRUCTURE INVENTORY ..................................................................................................... 20
PART III OTHER RELATED CONCERNS ............................................................................................................ 30
PART IV BEST PRACTICES ............................................................................................................................ 37
SECTION 1 ICT BEST PRACTICES ............................................................................................................... 37
SECTION 2 IS BEST PRACTICES ................................................................................................................. 42
SECTION 3 LEVEL OF MATURITY ............................................................................................................... 42
ANNEX A DEFINITION OF TERMS .................................................................................................................. 45
CHED Survey Questionnaire Page 1 of 51.

ABBREVIATIONS AND ACRONYMS
CHED Commission on Higher Education

CHEDCO CHED Central Office
CHEDRO CHED Office
CMO CHED Memorandum Order
DOST-ICTO Department of Science and Technology – Information and Communications
Technology Office
HEI Higher Education Institution
HEMIS Higher Education Management Information System
ICT Information and Communications Technology
IS Information System
ISSP Information Systems Strategic Plan
LUCs Local Universities and Colleges
MFO Major Final Output
MIL Maturity Indicator Level
MITHI Medium-term Information and Communications Technology Harmonization
Initiative
PHEI Private Higher Education Institution
PhP Philippine Peso
RUS Regional University System
SO Special Order
SUCs State Universities and Colleges

INTRODUCTION
This project of the Commission on Higher Education (CHED) supports the implementation of the CHED
Information Systems Strategic Plan (ISSP) 2013-2017 which is a 5-year Information and
Communications Technology (ICT) successor plan of CHED focusing on the requirements of providing
connectivity of Higher Education Institutions (HEIs) and linkage of systems and databases to the
Commission. In this regard, CHED enjoins your Institution in accomplishing the Assessment Project for
the Higher Education Management Information System (HEMIS) Implementation at the institutional
level. All HEIs are to participate in this project as this will lead to the preparation of the Philippine
Higher Education ISSP, which when implemented, shall provide quality applications that will aid not
only CHED in its developmental projects and programs but also the HEIs in their day to day operations.
This Nationwide Survey (“the Survey”) intends to collect data from all HEIs to assess their overall
capacity and situation with regard to ICT utilization. The project aims to prepare the conceptual
framework, policies and requirements specifications for implementing the HEMIS at the institutional
level taking into consideration the best practices among the HEIs or model institutions that exemplify
the use of ICT-enabled services in higher education. This research project is expected to specifically
provide the following:
Levels of ICT readiness of the State Universities and Colleges (SUCs), Local Universities and
Colleges (LUCs), other Government Schools offering Higher Education Programs, and Private
Higher Education Institutions (PHEIs) in relation to the implementation of HEMIS in terms of
detailed inventory and analysis of the assessment conducted taking off from the MITHI Survey
of 2012;
Compendium of best practices on ICT initiatives to support the SUCs, LUCs,other Government
Schools offering Higher Education Program, and PHEIs;
ICT Strategic Plan for the Philippine Higher Education as part of the Higher Education Strategic
Plan and Public Higher Education Reform including the possible input for the Regional
University System (RUS) and typology projects; and
Policies and requirements specifications for the SUCs, LUCs, PHEIs and other Government
Schools offering Higher Education Programto fully implement the HEMIS, complementing to
the CHED ISSP 2013-2017 leading to the integration of the Philippine Higher Education
System.
The Survey covers different aspects of ICT in HEI setting, divided into four (4) parts. Part I is focused
on the organizational profile of the HEI as well as its ICT resource requirement. As CHED is a
government agency the same as the SUCs which are funded by the government, Part I of the Survey is
patterned after the DOST-ICTO ISSP (Revised 2014)Template.
Part II covers the existing ICT infrastructure like the hardware, software, network and other ICT
resources that are being used to manage information in the HEI. Data gathered from this portion of
the Survey shall serve as an input to developmental activities and for budget purposes. Part II basically
adopted the entire Annex 5A of DOST-ICTO ISSP (Revised 2014)Templatefor ease of harmonization
and consolidation of the government project.
Part III deals with system functions that may already be present in the prevailing Information Systems
currently being used in the HEI. It also deals with data sets that may be available from these systems
which the HEI uses in developing their policies and aid in their decision-making.

Part IV is a template that the HEI can use to share the IS best practices that are already in place in their
Institution. These best practices shall be collated and shared to all HEIs after the survey.
To facilitate in accomplishing the completion of the survey, we provided examples that you can use as
reference. In which case, you should replace these examples with what is applicable to your Institution.
Instructions in filling out the tables are provided as footnotes or just below the table. Your feedback is
essential to this project. Please answer each item as accurate as possible. We highly appreciate your
taking the time to complete the Survey.
Please submit the accomplished Survey on or before 18 December 2015toCHEDCO. Softcopy should be
stored on a CD and a hardcopy signed by the respondent and Head of the Institution.

PART I INFORMATION SYSTEM (IS)-SPECIFIC

SECTION 1 ORGANIZATIONAL PROFILE
SECTION 1.1 INSTITUTION’S PROFILE
Name of Institution
Type of Institution State University/College (SUC)

Local University/College (LUC)
Other Government School offering Higher Education Program
Private HEI
Address
URL/Website
Name of the Head of Institution
Position / Designation
Contact Number (include Area Code)
Email Address
Signature
Name of Respondent (CIO/MIS Head, IS Planner)
Position / Designation
Organizational Unit / Department
Contact Number (include Area Code)
Email Address
Signature
Current Organizational Budget PhP

Current Annual ICT Budget1 PhP
Other Sources of Funds PhP
1 Indicate the Total Annual ICT Budget for the current fiscal year. Other possible sources of funds should be
indicated separately.
NB: Part I of the Survey is patterned after the DOST-ICTO ISSP (Revised 2014) Template Page 5 of 51.
1. Organizational Structure:
[Insert your Institution’s Organizational Structure here or on a separate page.]
Total No. of Employees2

Number of Extension Campuses (if any)
Number of Provincial Campuses (if any)
Number of Other Offices (e.g. other facilities
outside the campus.)
2 Indicate the total number of employees including those on part-time or full-time basis, regular, contractual and
casual employees and those assigned to regional/extension, provincial and other offices/campuses. Indicate the
number of regional offices, provincial offices and other offices/campuses, if any.
For HEIs owning other Institutions like review centers, research facilities, etc.
ORGANIZATIONAL NAME OF DESIGNATED IS PLANNER3 NUMBER CURRENT

UNIT1 INSTITUTION/AGENCY OF ANNUAL ICT
HEAD2 EMPLOYEES4 BUDGET5
NAME3a DESIGNATION/ E-MAIL CONTACT
POSITION3b ADDRESS3c NUMBER3d
For each organizational unit:

2 - List all campuses, regional/extension/field/provincial offices/campuses (if any) under the control and supervision of the Institution.
2 - Indicate the complete name of the Institution head.
3 - Indicate the complete name of the IS Planner of each unit, their respective plantilla position, e-mail address/es and contact number/s.
4 - Indicate the total number of employees to include part-time or full-time basis, regular, contractual and casual employees.
5 - State the Total Annual ICT Budget (as reported per GAA for SUCs) for the current fiscal year.
SECTION 1.2 THE HEI AND ITS ENVIRONMENT (FUNCTIONAL INTERFACE CHART)3
Example (CHED)
3 Illustrate the Institution and its linkages with its clientele, stakeholders, beneficiaries and other organizations/institutions whether in government, private or non-
government institutions that greatly help/contribute in the attainment of the Institution’s MFOs.
SECTION 1.3 PRESENT ICT SITUATION (STRATEGIC CHALLENGES)4
Example:
Mission Critical
The University has 3 campuses in the same city but not yet interconnected. For each of the campuses, ICT infrastructure supports teachers
and administrators to effectively plan, design, deliver, assess and report for contemporary learning. Over the years, however, reliability of
the ICT infrastructure has declined and response times for technical support have been long.
This present situation has limited the provision of a highly accessible and efficient use of ICT for learning, teaching and Administration. It is
deemed beneficial for the University to upgrade its IT Infrastructure and interconnect the 3 campuses within the City.
4 Briefly describe in narrative form the current level of computerization of the Institution in terms of: (1) mission critical/frontline services, (2) office automation, and 3) web
presence. Institution should be able to assess the extent of ICT use within the organization, indicate percentage (%) of computer literacy, and computer ratio/density. The
narrative description presents the macro view of business operations and ICT situation e.g. inter-school or -agency applications, interoperability, standards, etc.
SECTION 1.4 STRATEGIC CONCERNS FOR ICT USE5

MAJOR CRITICAL PROBLEMS3 INTENDED
FINAL OUTPUT1 MANAGEMENT/OPERATING/ USEOF ICT4
BUSINESS SYTEMS2
Example: Example: Example: Example:
Enrollment Services Assessment, Enrollment Difficulty in manually administering Computerized Integrated

1. Pre-enrollment and Scheduling pre-enrollment; scheduling of subjects Assessment, Enrollment and
2. Assessment and classrooms as well as faculty Scheduling System.
workload; manual assessment and
3. Scheduling
enrollment process.
4. Enrollment
Difficulty in monitoring and manually
adjusting schedules and subjects
enrolled
5 Instructions (Examples are provided in each column for your reference):

1 - List each MFO which can be enhanced or facilitated by the adoption of ICT. In case the MFO approved by DBM is too broad, please cite the specific product or service
under each MFO that can be enhanced or facilitated through ICT.
2 - Describe the actual business operations/activities performed by the organization in relation to Col. 1.
3 - Refers to the barriers/obstacles that hinder or cause delay in the performance of the business operations/activities identified in Col. 2.
4 - Indicate the intended ICT solution to address the problems cited in Col. 3.
SECTION 2 RESOURCE REQUIREMENT

SECTION 2.1 DEPLOYMENT OF ICT EQUIPMENT AND SERVICES6
I T E M1 NAME OF OFFICE/ Existing PROPOSED NUMBER
ORGANIZATIONAL UNITS2 Number of OF UNITS3
Units YEAR 1 YEAR 2 YEAR 3
1. Hardware
Mainframe
Server
File Server
Database Server
Application Server
Web Server
Antivirus Server
Gateway
Firewall
Email Server
Domain Name Service Server
DHCP Server
Desktop PC
6 Instructions:
1. Describe in general terms the ICT equipment to be deployed (e.g. laptop, desktop). Please do not include detailed technical specifications.
Existing ICT inventory should be listed separately. Please refer to Part II. For those who have accomplished the 2012 MITHI ICT Resources Survey,
kindly update, completeand transfer the datatoPart II of this survey (Annex A-5 in the 2012 MITHI ICT).
2. Indicate the location where the ICT equipment will be deployed.
3. Specify the number of units to be deployed.

Laptop / Notebook / Notebook PC
Lightweight Laptop
Tablet PC
Printer
Multi-function Printer
Wide-format Printer or Plotter
Network Printer
Printer only
2. Other IT Equipment and Peripherals
Book Scanner
Microfiche / Microfilm Reader
Mobile Phone (incl. smart phones)
Digital Camera
Small Scanner (e.g. flatbed scanner)
Storage Array
Hard Disk for Storage Array
Heavy Duty Duplicating Equipment
Hard Disk (SCSI)
Hard Disk (SATA/PATA)
Enclosure. Rack Mount
External Hard Drive
Smart Card Reader
Multimedia Projector
CCTV System

Generator Set
3. Network and Telecommunications
Router
Core Switch
Switch Hub
Firewall
Uninterruptible Power Supply (UPS) , Rack
Mount
Digital LineSubscription
Structured Cabling
Internet Connectivity (in MBPS)
4. Software Requirements
Desktop OS
Network OS
Development Languages
DBMS
MySQL/LSV
PosgresSQL/LSV
MariaDB
MS SQL Server
Office Productivity
Open Office
MS Office
Desktop Publishing

GIS Software
Antivirus
Web Browser
Mozilla Firefox
Opera
Other Software Package
OpenProj / LSV
MS Visio 2010 (latest Version)
5. ICT Services
Student Information & Accounting System
Human Resource Information System
Faculty Development InformationSystem
Equipment and Supplies Inventory System
Project Management System
Document Tracking System
Knowledge Portal
Electronic New Government Accounting System
(ENGAS)
Others, please specify (continue on a separate
sheet if necessary)
SECTION 2.2 ICT ORGANIZATIONAL STRUCTURE

2. Existing ICT Organizational Structure7
7 Draw your existing ICT Organizational Structure. Indicate number of permanent, contractual, outsourced or project-based manpower by position. (Example: Computer
Programmer III: permanent = 0, contractual = 10, outsourced = 5, project-based = 2)
3. Proposed ICT Organizational Structure8
8 Illustrate your proposed ICT Organizational Structure. Indicate number of permanent, contractual, outsourced or project-based manpower by position
4. Placement of the Proposed ICT Organizational Structure in the Institution’s Organizational Chart9
9 Show how your proposed ICT organizational structure will be placed in the Organizational Chart. Specify what office will have direct supervision and
control over it.
SECTION 3 DEVELOPMENT AND INVESTMENT PROGRAM

SECTION 3.1 SUMMARY OF INVESTMENTS
BUDGET ITEM/ EXISTING YEAR 12 YEAR 22 YEAR 32

ACCOUNT1 PHYSICAL COST PHYSICAL COST PHYSICAL COST PHYSICAL COST
TARGETS TARGETS TARGETS
1. Office Productivity
A. Maintenance and Other Operating
Expenses (MOOE)
LEASE OF LAPTOPS
Office productivity tools
2. Internal ICT Project 1

A. CAPITAL OUTLAY
Hardware
Other office equipment
Civil works
B. Maintenance and Other Operating
Expenses (MOOE)
Software subscription
Internet service
Systems development
Office supplies
Fill-out Instructions:
1- Please include continuing costs of existing operational applications/information systems/databases.
2- Indicate the physical targets and corresponding estimated cost needed for each budget item.
BUDGET ITEM/ EXISTING YEAR 12 YEAR 22 YEAR 32

ACCOUNT1 PHYSICAL COST PHYSICAL COST PHYSICAL COST PHYSICAL COST
TARGETS TARGETS TARGETS
3. Cross-Agency ICT Project 1
A. CAPITAL OUTLAY
Hardware
Civil Works
B. Maintenance and Other Operating
Expenses (MOOE)
Professional services
Training
4. Continuing Expenses for Existing Systems

A. Maintenance and Other Operating
Expenses (MOOE)
Internet service
PART II ICT INFRASTRUCTURE INVENTORY
INSTITUTION NAME:_____________________________________________________________________________
Respondent (IS Planner/CIO/MIS Head)10: _________________________________________________________
Position / Désignation: __________________________________________________________________________
Division/Section/Unit:___________________________________________________________________________
Mobile/Telephone/Fax Number: _________________________________________________________________
Respondent’s Email Address: ____________________________________________________________________
OBJECTIVES:
1. To identify the hardware, software, network and other ICT resources being used to manage
information by SUCs and HEIs;
2. To update existing benchmark and standards; and
3. To provide inputs to the MITHI Steering Committee in determining the ICT budget
requirements of the agency.
1. HARDWARE / OTHER ICT EQUIPMENT
Fill-out Instruction:
Please count all existing computing devices and peripherals owned or leased by your office that are
functioning including those acquired through projects. In case of multi-year contract for leased units, then
just write the number of units under the appropriate year when the leased units were acquired. Do not
include in succeeding years unless another batch was leased. Reference year is last year. Kindly replace
“last year” and preceding years by the actual year number. For example, if last year is 2014, then write
2014 under the 1st column. For last 2 years, write 2013 and for last 3 years, write 2012.
10 In case all three positions are occupied by different persons, then the IS Planner should have priority in answering
this survey.
NB: The whole Part II of this Survey is from Annex A5 of the DOST-ICTO ISSP (Revised 2014) Template Page 20 of 51.
1.1 Number of Computing Devices and Peripherals by Type and by Year Acquired
TOTAL NUMBER OF FUNCTIONING UNITS BY YEAR ACQUIRED
TYPES <Last Year>

<Last 2 Years> <Last 3 Years> More
than 3
Owned Leased Owned Leased Owned Leased
years
Mainframe
Servers
Desktop PC
Laptop / Notebook / Netbook PC
Mobile Phone11 (incl. smart phones)
Tablet PC
Multi-function printer (print, copy, etc.)
Printer only
Digital Camera (Include DSLR, if any)
Wide-format Printer or Plotter
Small Scanner (ex. flatbed scanner)
Smart Card Reader
Wide-format Scanner
External Hard Drive
Generator Set
Others, please specify (continue on a
separate sheet if necessary)
11 Count only the mobile phones owned or leased by your Institution.
1.2 Number of Computing Devices and Peripherals by Usage

General
Projects
Operations Administration and
Support Services
TYPES (Not agency-
Frontline Support to funded)
Employees Training Services13 Operations12
Servers
Desktop PC
Laptop / Notebook / Netbook PC
Multi-function printer (print, copy, etc.)
Printer only
1.3 Number of Servers by Capacity and by Location

LOCATION
TOTAL CAPACITY OF HDD
IN-HOUSE CO-LOCATED
Above 4 TB
2 TB to 4 TB
Below 2TB
2. SOFTWARE, APPLICATION SYSTEMS, INFORMATION SYSTEMS AND DATABASES
2.1 Operating Systems

2.1.1 OS for Stand-alone PCs (desktops and laptops)
OPERATING SYSTEM Lifetime License?14 If not, write below the year of expiration
Older than Windows XP

Windows XP
Windows Vista
Windows 7
Windows 8 and up
Linux
Mac OS
12 Those used in planning, coordination, internal training, monitoring and evaluation.

13 Those used by external clients.
14 Mark if yes. Examples are OEM license (software is already installed in the hardware) and Enterprise (Perpetual)
license, which does not require renewal and is for life long. (Source: http://www.manageengine.com/products/service-
desk/help/adminguide/configurations/software/software-license-type.html)
OPERATING SYSTEM Lifetime License?14 If not, write below the year of expiration
Mac OS X
2.1.2 OS for Workstations (desktops and laptops)

OPERATING SYSTEM Lifetime License? If not, write below the year of expiration
Older than Windows XP

Windows NT
Windows XP
Windows Vista
Windows 7
Windows 8 and up
Solaris
Linux
Mac OS
2.1.3 OS for Servers
OPERATING SYSTEM Lifetime License? If not, write below the year of expiration
Windows NT
Windows 2000
Windows Server 2003
Windows Server 2008
Windows Server 2012
Solaris
OpenSolaris
OS/2
Linux
Mac OS X Server
2.2 Office Automation Software
SOFTWARE / APPLICATION PACKAGE Lifetime License? If not, write below the year of expiration
Older than MS Office 2003

MS Office 2003
MS Office XP
MS Office 2007
MS Office 2010
MS Visio
MS Project
Open Project
Open Office
2.3 Operational15 Oversight / Administrative Systems (please refer to the examples16 below).
NAME OF SYSTEM
WORKING USE19
Own DEVELOPMENT
(Please list down ENVIRONMENT
Intellectual PLATFORM 18 MAINTENANCE (Pls. write
the name/s of your
Property, (ex.LAMP, .Net, COST codes only;
administrative (Use codes
Y or N?17 Java) refer below)
system/s) below)
15 Include only those currently being used by your office or agency.

16 Payroll System, 201 File Information and Promotion System, Vehicle Monitoring System, Document Tracking System,
Attendance and Leave Monitoring System, Financial Management Information System, Inventory System, Records
Management System
17 Write Y for Yes if your agency has intellectual property right to the system. Write N for No.
18WORKING ENVIRONMENT: S - Stand alone; C – Client-Server; W - Web-based
19USE: 1 – Public Financial Management; 2 – Citizen Frontline Services; 3 – Ease of Doing Business; 4 – Higher Education;
5 – Basic Education; 6 - Health; 7 – Justice, Peace and Order; 8 – Energy; 9 – Land and Other Geospatial Information; 10
– Disaster and Climate Change Management; 11 – Public Works and Transport; 12 – iGov and ICT Infrastructure; 13 –
Transparency and Citizen’s Participation; 14 – Citizen Registry; 15 – Others, please specify.
NAME OF SYSTEM
WORKING USE19
Own DEVELOPMENT
(Please list down ENVIRONMENT
Intellectual PLATFORM 18 MAINTENANCE (Pls. write
the name/s of your
Property, (ex.LAMP, .Net, COST codes only;
administrative (Use codes
Y or N?17 Java) refer below)
system/s) below)
(please continue on a
separate sheet if
necessary)
2.4 Operational20 Strategic Information Systems(please refer to the examples 21 below).
NAME OF SYSTEM Own DEVELOPMENT WORKING USE24

(Please list down Intellectual PLATFORM ENVIRONMENT23 MAINTENANCE
Property, COST
(Pls. write codes
the name/s of your (ex. LAMP, .Net, (Use codes
only; refer below)
strategic system/s) Y or N?22 Java) below)
(please continue on a
separate sheet if
necessary)
20 Include only those currently being used by your office or agency.

21eCensus, Electronic Filing and Payment System, eTIN, Government e-Procurement System, Automated Customs
Operations System, Electronic Customs Clearance Facility, Licensure Examination & Registration Integrated System,
Machine Readable Passports and Visas, Philippine Land Registration and Information System, Government Employees
Management Information System, e-GSIS, eReal Property Tax System, Business Permit & License System, iRegister,
Hospital Operations and Management Information System
22 Write Y for Yes if your agency has intellectual property right to the database. Write N for No.
23WORKING ENVIRONMENT: S - Stand alone; C – Client-Server; W - Web-based
24USE: 1 – Public Financial Management; 2 – Citizen Frontline Services; 3 – Ease of Doing Business; 4 – Higher Education;
5 – Basic Education; 6 - Health; 7 – Justice, Peace and Order; 8 – Energy; 9 – Land and Other Geospatial Information; 10
– Disaster and Climate Change Management; 11 – Public Works and Transport; 12 – iGov and ICT Infrastructure; 13 –
Transparency and Citizen’s Participation; 14 – Citizen Registry; 15 – Others, please specify.
2.5 Databases (please include only existing databases)
Own DATABASE USE

BRIEF
NAME OF Intellectual MANAGEMENT MAINTENANCE
DESCRIPTION AND (Pls. write codes
DATABASE Property, SOFTWARE26 COST
KEY FIELDS25 only; refer below)
Y or N? USED
(please continue on
a separate sheet if
necessary)
3. NETWORK
3.1 Does your agency have a Local Area Network (LAN)? YES NO
3.2 Does your agency have an Intranet? YES NO
3.3 If yes, does your agency have a Virtual Private Network (VPN)? YES NO
3.4 Does your agency have a Wide Area Network (WAN)? YES NO
3.5 Does your agency have a Private Automatic Branch Exchange (PABX or PBX)? YES NO
3.6 If yes, what is the PBX set up? Private Hosted VoIP PBX or IP-PBX Hosted IP
3.7 Is your agency connected to the Internet? YES NO
3.8 What is/are your agency’s mode/s of access to the Internet? (Check all items that are applicable)
Dial-up DSL ISDN
Leased line Mobile phone Satellite
WiFi Others, please specify________________________________
3.9 Who is (are) your Internet Service Provider(s)? If more than one, please state who is the primary and who is the secondary
provider? ______________________________________________________
3.10 What is the combined internet bandwidth (voice and data)? ____________________________________________
3.11 How many employees have access to the Internet in the office?_________________________________________
3.12 How many employees have their own official e-mail address?___________________________________________
3.13 Does your agency have a web site? YES NO
3.14 If YES, what is the URL of your agency’s web site? http://______________________________________________
4. SECURITY, DISASTER RECOVERY & BACK-UP
4.1 Does your agency have a protection scheme for your ICT resources? YES NO
4.2 If YES, what is/are the measure/s being used by your office? (Check all applicable)
25 Briefly describe the purpose or importance of the database .

26 Examples of DBMS are MS Excel, MS Access, MS SQL Server, MySQL, IBM’s DB2, Oracle SQL, Sybase SQL, Informix,
FoxPro
Security Policy / Guideline Disaster Recovery Plan

Back-up power unit (e.g. UPS, Generator) Digital signatures
Encryption Off-site back-up
Hardware firewall Physically restricted access to critical ICT equipment
Software firewall Secure servers
Subscription to a security service (e.g. anti-virus Storage of back-up media in localities other than the
software, intrusion alert) operating environment
Regular ICT security training of employees Others, please specify
____________________________
5. DATA ARCHIVING
5.1 Does you agency have a data archiving system? YES NO

5.2 If yes, what type of data archiving system does your agency use?
Manual Electronic Both/Combination
5.3 If electronic data archiving is being utilized, what is the mode?
Conventional Cloud
5.4 If conventional mode, what is the medium of storage of the archived data?
Optical disks (e.g. CD-Rom, DVD) Hard Disk
Tape External Hard Drive
Microfiche Diskette
Others, please specify ______________________________________________________________
5.5 What information is archived by your agency electronically? (Check all items that are applicable)
Publications (Annual Report, Statistical Report, Letters, memorandumorders, communications, etc.
etc.)
Audio-visual recordings Unprocessed/Raw Data
Maps Photographs
Public documents (civil registration forms, Others, please specify ____________________________
passports, land titles, etc.)
_________________________________________________
6. SPECIAL SOLUTIONS AND OTHER SERVICES
USE27
SPECIAL SOLUTIONS PACKAGE (Pls. write codes only; refer MAINTENANCE COST
below)
Geographic Information System

Automated Fingerprint Identification System
Cloud computing
CCTV System
Others, please specify
7. DATA CENTER
7.1 Does your agency have a data center? YES NO

7.2 If yes, how many sites? _______________________________________________________________________
7.3 Please check applicable maintenance set-up: In-house Outsourced
7.4 Does it have a back-up site? YES NO
8. ICT PROJECTS
8.1 Details of Ongoing ICT Projects

PROJECT NAME28 DESCRIPTION PERIOD COST29 DEVELOPMEN STATUS31 USE32
T STRATEGY30
(in mm/dd/yyyy) (in (Please (Pls. write
pesos) (Please write write codes
Start End codes only; codes only; refer
Date Date refer below) only; refer below)
below)
27USE: 1 – Public Financial Management; 2 – Citizen Frontline Services; 3 – Ease of Doing Business; 4 –
Higher Education; 5 – Basic Education; 6 - Health; 7 – Justice, Peace and Order; 8 – Energy; 9 – Land and
Other Geospatial Information; 10 – Disaster and Climate Change Management; 11 – Public Works and
Transport; 12 – iGov and ICT Infrastructure; 13 – Transparency and Citizen’s Participation; 14 – Citizen
Registry; 15 – Others, please specify.
28PROJECT NAME: In case an ICT project is divided in phases and its budget is given by phases, kindly list each phase as a separate project tagged as <Project
Name> Ph. 1, <Project Name> Ph. 2, and so on.
29COST: For ICT projects and project phases that ended in 2013 or earlier, kindly provide the actualcost in pesos and not the proposed cost.
30DEVELOPMENT STRATEGY: I – In-house; O – Outsourced; C – Combination
31STATUS: U – Under Development; D – For Deployment; O - Operational
32USE: 1 – Public Financial Management; 2 – Citizen Frontline Services; 3 – Ease of Doing Business; 4 – Higher Education; 5 – Basic Education; 6 - Health; 7 –
Justice, Peace and Order; 8 – Energy; 9 – Land and Other Geospatial Information; 10 – Disaster and Climate Change Management; 11 – Public Works and
Transport; 12 – iGov and ICT Infrastructure; 13 – Transparency and Citizen’s Participation; 14 – Citizen Registry; 15 – Others, please specify.
PROJECT NAME28 DESCRIPTION PERIOD COST29 DEVELOPMEN STATUS31 USE32

T STRATEGY30
(in mm/dd/yyyy) (in (Please (Pls. write
pesos) (Please write write codes
Start End codes only; codes only; refer
Date Date refer below) only; refer below)
below)
8.2 Issues Encountered in the Implementation of ICT Projects
No budget or insufficient budget Delay in the release of projects funds

Opposition or reluctance of stakeholders Lack of support by management
Difficulty in recruiting and/or retaining qualified ICT Low level of ICT skills among employees
personnel
Unavailability of required bandwidth to support system/s Not used or seldom used by intended users and/or clients
Problems in contract management for outsourced services Problems in procurement
Others,please specify
______________________________________________________________________________________________________
______________________________________________________________________________________________________
PART IIIOTHER RELATED CONCERNS
Items in Part III deal with system functions that may already be present in the prevailing Information
Systems currently being used in the HEI. It also deals with data sets that may already be available from
these systems which the HEI uses in developing their policies and aid in their decision-making.
1. Does your Institution have a website? YES NO
If YES, what is your Uniform Resource Locator (URL)? ___________________________________
2. Does your Institution have an email domain? YES NO
If YES, what is your email domain? ___________________________________

(e.g. @up.edu.ph)
3. Do you provide the following information to the public?
A. Enrollment Statistics YES NO

B. Course/ Curriculum YES NO
C. Research YES NO
D. Awards/achievements YES NO
E. School facilities YES NO
F. Faculty members YES NO
G. Graduate statistics YES NO
H. Announcement/news YES NO
I. Admission procedures YES NO
CHED is looking at developing new systems that will enable HEIs for efficient administration of their work
and to improve CHED’s data gathering process for decision-making, planning and budgeting. Salient
features of these systems are indicated in the succeeding items.
4. Do you have an existing system that has the following features?

4.1. Curriculum Management
a. Allows users to add, create and edit information on programs offered

by the institution. YES NO

b. Allows users to add create and edit information Courses offered by

the institution. YES NO
c. Provides information on transfers such as; possible transfers, course

equivalencies, credit transfer information, etc. YES NO
d. Provides information on unit, course, and miscellaneous fees. YES NO

e. Other features that you think are essential for Curriculum Management:
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
4.2. Student Management
f. Contain Student Details such as name, birthday, contact detail, etc. YES NO
g. Manage a student’s financial profile including tuition fees paid,

miscellaneous fees, etc. YES NO
h. Manage a student’s academic profile such as educational

background, transfers if any, final grades, etc. YES NO
i. Allow students to list publications, ongoing and completed

researches, patents applied for and awarded, etc. YES NO
j. Facilitate section/block management of student. YES NO
k. Ability to keep track of any additional degrees. YES NO

l. Other features that you think are essential for Student Management:
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
4.3. Faculty Management
m. Contain Faculty personal profile such as name, birthdate, contact

details, etc. YES NO
n. Capture qualifications and employment profile of faculty such as YES NO

educational attainment, publications, ongoing and completed

researches, patents applied for and awarded, and his overall
curriculum vitae.
o. Creation of organizational charts. YES NO
p. Monitor Faculty Workload both instructional and non-instructional. YES NO
q. Facility for the faculty member to update his/her personal profile. YES NO
r. Ability to cater to all Time allocation of faculty members such as,

advising time, research, extension, committee membership, etc. YES NO
s. Other features that you think are essential for Faculty Management:
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________

5.1. Graduate Tracer Study Information System
a. Keeps the data of the graduate which includes: personal data,

educational background, performance on school, field of work. YES NO
b. Allow the graduates to maintain a personal profile with a track record

of his achievements with regards to his education and employment. YES NO
c. Keeps a profile of companies collaborating with HEIs for the

deployment of graduates. YES NO
d. Allow companies to have accounts and post job openings. YES NO
e. Allow companies to post feedbacks on the graduates of the HEI. YES NO

f. Other features that you think are essential for Graduate Tracer Study Information System:
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________

6. What information do you currently have with regard to your graduates?
Personal Information Certificates / Trainings / Seminars

Educational background Scholarships / Awards / Achievements
Researches EmploymentDetails
Company Position
Address Email
Telephone Number
Others, pls. specify:
____________________________________________________________________________________________________
____________________________________________________________________________________________________
7. What information do you currently have with regard to your faculty and researchers?
(Research and Extension Management)
Research Name or Subject Research Contents

Industry / Category of the Research Research Requirements
Researcher’s Name Research Funding
Researcher’s Position Publications
Involvement of Community
Commercial Application
Practical Application
Others, pls. specify:
____________________________________________________________________________________________________
____________________________________________________________________________________________________

8.1. Research and Extension Management System
a. Users can apply for research grants. YES NO
b. Users can send their research proposals for approval. YES NO
c. An inventory of the research facilities of the HEI. YES NO
d. Allow companies to have accounts and post job openings. YES NO
e. Allow companies to post feedbacks on the graduates of the HEI. YES NO

g. Other features that you think are essential for Research and Extension Management System:
_________________________________________________________________________________________
_________________________________________________________________________________________

9. Based on your institution’s experience, when applying for a research grant, how long does
CHED usually take to approve an application?
1 month 2 months 3 months

4 months 5 months 6 months
7-12 months
10. What are your institution’s basic requirements for each teaching rank? In the table below tick the
corresponding box whether or not your institution uses this standard as a requirement. Should
you tick yes, please indicate the specific number your institution requires.
10.1 Requirement for INSTRUCTOR
a. Number of Publications in ISI/Scopus indexed journals YES NO

If YES, enter the required number: __________
b. Number of Publications in ISI/Scopus indexed Conference Proceedings YES NO

c. Number of Publications in Refereed Journals YES NO

d. Number of years of service YES NO

e. Number of patents YES NO

f. Total amount of research funds YES NO


10.2 Requirement for ASSISTANT PROFESSOR






10.3 Requirement for ASSOCIATE PROFESSOR







10.4 Requirement for PROFESSOR







PART IV BEST PRACTICES

SECTION 1 ICT BEST PRACTICES
Below is a checklist33that the panel judges may use to evaluate the HEI who have institutionalized
some ICT Best Practices. Tick the corresponding box whether or not a specific best practice is standard
praxis in your Institution.
REF RISK AREA BEST PRACTICE / ASSOCIATED PRACTICED IN

No. CONTROLS THE INSTITUTION
1 Financial Management 1.1 Appropriate budgeting process set YES NO
to enable provision of ICT
services; e.g. ICT project costs for
the prevailing academic year is in
congruence to the requirements
set out in the ISSP. Review for
overspend or underspend in the
previous academic year is
conducted so that it taken into
account when producing the
prevailing year’s budget.
Consequences if control is not in

place: insufficient budget to meet
ICT requirements.
1.2 Budget monitoring of ICT costs on YES NO

a regular and ongoing basis.
Appropriate action is taken to
address potential overspends.

place: overspend on some
projects that would adversely
impact other ICT projects in the
pipeline.
2 Value for Money 2.1. Value for money is taken into YES NO
consideration when ICT services
or equipment are procured; e.g.
the Institution’s procurement
guidelines are followed, value for
money taken into account when
choosing current technical
support, extended warranties or
service agreements are taken out
33
Wakefield Council, September 2014, ICT Arrangements – Best Practice, pp. 2-8.

if there is sufficient reason that

these do not provide value for
money.

place: value for money may not
be obtained.
3 Strategic / Operational 3.1. The Institution has an approved YES NO

Management of the ICT ISSP or similar document that is
Function periodically updated.

place: the Institution may not
have the most appropriate ICT
resources.
3.2. IT Management and Staff are YES NO

suitably qualified and
experienced.

place: ICT services provided may
not be up to standards.
3.3. IT functions are underpinned by YES NO

appropriate policies and
procedures covering the
acceptable limits of IT activities;
e.g. a policy on Use of Electronic
Equipment.

place: it may make it difficult to
impose discipline on misuse of
electronic equipment by the staff.
4 Software License Agreements 4.1 Record of software licenses and YES NO

regular checking to ensure all
relevant software licenses have
been obtained.
Consequences if control not in

place: software licenses may be
either not in place or no longer
valid.
4.2 Facilities for software installation YES NO

are restricted to authorized

personnel or System
Administrators.

place: unauthorized or
unlicensed software may be
installed onto the Institution’s
system.
5 Protection of the Server 5.1. Adequate protection against fire, YES NO

flood, humidity, power failure,
etc.
(E.g. the server room has such
items as fire alarms, fire
extinguishers, humidity
detectors, air conditioning units,
UPS units)

place: the file server may be
damaged, resulting in the
Institution’s ICT network being
inoperative.
5.2. Disaster recovery / BCP plans are YES NO

in place and periodically tested.

place: the HEI may not be able to
quickly recover ICT facilities in
the event of a disaster.
6 Protecting Electronic 6.1. An up-to-date inventory of YES NO

Equipment from Theft electronic equipment.

place: theft of ICT or electronic
equipment may not be detected.
6.2. Security marking of all ICT and YES NO

electronic equipment. Physical
security measures are in place
including alarms, location of
equipment on upper floors, locks
on doors, etc.

place: increased likelihood of
theft occurring.

6.3. Adequate insurance of ICT or YES NO

electronic equipment.

place: insufficient insurance
coverage to replace ICT
equipment in the event of theft or
damage.
7 Security of IT Systems 7.1. There is a policy enforced over YES NO

the use of portable media.

place: data may be lost if not
backed up or if the portable
media is lost or gets corrupted.
Data might also be stored on
external equipment that is not
secure.
7.2. Firewalls are configured by YES NO

competent personnel and
installed on ICT systems. Firewalls
are physically protected from
damage or tampering, etc.

place: unauthorized access may
be gained to the Institution’s
network from the internet.
7.3. Individual password controls on YES NO

computers and ICT systems which
are regularly changed.

place: unauthorized access may
be gained to computers and ICT
systems.
7.4. Monitoring software installed on YES NO

ICT equipment in order to identify
any unauthorized access attempts
or inappropriate use of
equipment.

place: misuse of ICT equipment or

attempted misuse may not be

readily identified.
7.5. Network administration and YES NO

maintenance by qualified
personnel; e.g. there is a contract
or SLA for computer network
maintenance, which includes the
timescales for rectifying faults;
periodic meetings with the
contractor are held.

place: network administration and
maintenance provided may not be
up to standard.
7.6. Standard patching procedures are YES NO

in place.

place: software patches and
upgrades may not be readily
identified and installed in a timely
manner.
7.7. Antivirus software with updated YES NO

virus signatures are installed on all
computers and servers.

place: computer viruses may
infect computer systems, causing
damage, loss of data or
compromising system security.
7.8. Secure website access controls YES NO

are in place.

place: inappropriate or inaccurate
information may be published on
the Institution’s website.
7.9. Backup arrangements are in YES NO

place.

place: data may be lost.

8 Disposal of ICT Equipment 8.1. All computer files are scrubbed YES NO
during decommissioning of ICT
equipment.

place: confidential or sensitive
data may fall into the wrong
hands.
SECTION 2 IS BEST PRACTICES

Based on your Institution’s experience, below is a template that may be used to document the IS Best
Practices that are being adopted in the Institution.Continue on a separate sheet or provide additional
page.Attach a copy of supporting documents like pictures, Certificates among others, for each IS
entry.
IS Name:
Description:
Benefits:
Target Users / Beneficiaries:

Number of Users
Year Implemented:
Budget:
Source of Fund:
SECTION 3 LEVEL OF MATURITY
Grounded on the overall assessment of ICT implementations in your Institution, rate the level of
maturity based on the criteria defined in the succeeding text. This has been adopted from Carnegie

Mellon University – Software Engineering Institute’s CERT® Resilience Management Model (CERT-RMM)
which is focused on the maturation of organizational maturity and reflects best practices from industry
and government for managing operational efficiency and resilience across the disciplines of
information management, business continuity management, and aspects of IT operations
management. Definitions and attributes of each of the six Maturity Indicator Levels (MILs) are as
follows:
1. MIL0 Incomplete indicates that processes are not institutionalized.
2. MIL1 Performed indicates that some best practices are being performed. MIL1 means that
there is sufficient and substantial support for the existence of the practice. Once MIL1 is
attained, questions related to higher MILs can be asked to determine if the practice is
institutionalized to higher degrees of maturity.
3. MIL2 Planned indicates that a specific practice is not only performed but is supported by
sufficient planning, stakeholders, and relevant standards and guidelines. A planned process or
practice is
a. established by the Institution;
b. planned;
c. supported by stakeholders; and
d. supported by relevant standards and guidelines.
4. MIL3 Managed indicates that a specific practice is performed, is planned, and has the basic
infrastructure in place to support the process. A managed process or practice
a. is governed by the Institution;
b. is appropriately staffed and funded;
c. is assigned to staff who are responsible and accountable for the performance of the
practice;
d. is performed by staff who are adequately trained to perform the practice;
e. produces work products that are expected from performance of the practice and are
replaced under appropriate levels of configuration control; and
f. is managed for risk.
5. MIL4 Measured indicates that a specific practice is performed, planned, managed, monitored,
and controlled. A measured process or practice is
a. periodically evaluated for effectiveness;
b. monitored and controlled;
c. objectively evaluated against its practice description and plan; and
d. periodically reviewed with higher level management.
6. MIL5 Defined indicates that a specific practice is performed, planned, managed, monitored,
controlled, and consistent across all internal constituencies who have a vested interest in the
performance of the practice. A defined process or practice ensures that the Institution reaps
the benefits of its consistent performance across organizational units and that all
organizational units can benefit from the improvements realized in any organizational unit. At
MIL5, a process or practice
a. is defined by the Institution and tailored y individual operating units within the
Institution for their use; and

b. is supported by improvement information that is collected by and shared among

operating units for the overall benefit of the Institution.
7. MIL6 Shared indicated that a specific practice is performed, planned, managed, monitored,
controlled, and consistent across all internal and external constituencies who have a vested
interest in the performance of the practice. A shared process or practice ensures that the
community reaps the benefits of consistent performance of the practice across many
organizations bund by the community (e.g. because they collectively provide shared service
such as the use of common Enrollment and Accounting System deployed on hybrid cloud used
by 5 HEIs in a geographical region) and that all of the community’s organizations can benefit
from improvements realized in any community organization. At MIL6, a process or practice is
a. Defined by the community and tailored by the community’s organizations for their
use; and
b. Supported by improvement information that is collected by and shared among
organizations for the overall benefit of the community.
Level of Maturity (tick one only):
MIL0: Incomplete
MIL1: Performed
MIL2: Planned
MIL3: Managed
MIL4: Measured
MIL5: Defined
MIL6: Shared

ANNEX A DEFINITION OF TERMS34

The terms and phrases used in the Survey shall be understood to mean as follows:
Agency Refers to any bureau, office, commission, authority, or instrumentality of

the national government, including government-owned or–controlled
corporations (GOCC), authorized by law or by their respective charters to
contract for or undertake information and communications technology
networks and databases, infrastructure or development projects.
Application System Refers to a group of related activities or processes designed to support a

very specific function (e.g. Payroll System, Accounting System, etc.). It is
referred to as “computer-based information system” prepared for the
organization to process tasks that are unique to the particular needs or
“tailor fit” for the particular operation
Biometrics The science and technology of measuring and statistically analyzing

biological data. In ICT, it refers to technologies for measuring and
analyzing human body characteristics such as fingerprints, eye retinas and
irises, voice patterns, facial patterns and hand measurements, especially
for the authentication of someone. (“What is?Com’s Encyclopedia of
technology Terms; Que Publishing 2002)
Business Process A collection of business transactions between business partners and/or

internal activities within one business. These transactions and/or activities
together support the objective of the business process.
Computing Scheme May be classified into two, namely stand-alone or independent systems,
and networked systems.
A. Stand-alone or Independent Systems - a computing scenario

wherein a computer system runs an application system or IS
independent of other systems. The operating system, application
program and database are resident in the same computer and not
dependent on other computer systems.
B. Networked Systems - a computing scenario wherein computers,

printers and other devices are linked together, allowing users to
exchange and share information and resources. Networking is
classified as follows:
1. Local Area Networking (LAN) – This is confined to

moderate sized geographic areas such as one office,
building, warehouse or campus. LAN can operate in
different computing scenarios, namely:
34
‘Definition of Terms’, DOST-ICTO ISSP Template (Revised 2014), pp. ii-a – ii-e.

i. Centralized - is a networking characterized by:

One site supplying all information
processing
Information integrated at one location
Development of software and control are
integrated at one location
ii. Centralized-Distributed - where the database in a

central server is divided into disjoint (non-
overlapping) partitions. Each partition (also called
a fragment) is assigned to a particular remote
site. In this scenario, the data is moved closer to
local users and is more accessible.
iii. Open Systems - can be ported across a wide

range of systems and inter-operate with other
application on local and remote systems and
interact with other users, which facilitate user
portability.
iv. Client-Server - the most recent approach in

networking wherein the logic of the application is
divided between a front-end computer (called the
client) and a back-end computer (called a server).
The client generally provides and uses
information while the server retrieves, selects,
sorts, calculates, sends only needed data and
manages the database.
2. Wide Area Networking (WAN) - which usually consists of a

series of complex packet switches interconnected by
communication lines and spans large geographical
distances.
Content Management Software used to manage the content of the website and consists of two
Software (2) elements: the content management application (CMA) and the content
delivery application (CDA). It enables one to add/or manipulate content
on a website. (p.5 NCC Government Website Workshop Manual)
Data Warehouse Stores data from current and previous years that has been extracted from
the various operational and management databases of an organization.
Data Archiving An effort to avoid database chaos, intended to let organizations cull old
data from their rational databases in a way that allows it to be easily
restored if necessary. This could be in the form of: (1) print media like
records, photos, films and negatives; (2) electronic media like videos,
diskettes, magnetic tape, databases, CD-ROM and Web page snap shots.
Archiving, in general, is a process that will ensure that information is

preserved against technological obsolescence and physical damage. It will

also help conserve very expensive resources and ensure that the research
potential of the information is fully exploited. In the Philippines Statistical
System (PSS), the adoption of archiving measures has been identified by
the NSCB through Resolution No. 11 (s. 1997) as a key policy to ensure the
preservation, systematic storage and retrieval of statistical data including
records on their methodology, concepts and other metadata.
Database Management Viewed as a system software package that controls the development, use,
System (DBMS) and maintenance of the databases of computer–using organizations.
Database (DB) An organized group or set of inter-related information about a subject

that can be processed, retrieved, analyzed and used in drawing
conclusions and making decisions.
Firewall A system designed to prevent unauthorized access to or from a network.

Firewalls can be implemented in both hardware and software, or a
combination of both. Firewalls are frequently used to prevent
unauthorized Internet users from accessing private networks connected to
the Internet, especially Intranets.
Hardware The electronic and physical components, boards, peripherals and

equipment that make up a computer system as distinguished from the
programs (software) that tell these components what to do. It is the
physical component consisting of the input devices, central processor,
output devices and storage devices.
Hub A central connecting device in a star topology network that allows the
network to add workstations by extending the transmission signal. A
central point of connection between media segment that organizes and
transmits incoming signals to the other media segments.
Information and Is the totality of the electronic means employed to systematically collect,
Communications process, store, present and share information to end-users in support of
Technology (ICT) their activities. It consists of computer systems, office systems, consumer
electronics and telecommunications technologies, as well as networked
information infrastructure the components of which include the telephone
system, the Internet, fax machines, computers and its accompanying
methodologies, processes, rules and conventions. A combination of
computer technology, microelectronics applications, and communications
and information techniques and methods. It encompasses the use of
computers, data communications, office systems technologies, as well as
any technology that deals with modern day application of computing
and/or communication. It can also be seen as the marriage of information
technology and data communication.
ICT Solutions The various ICT technologies that currently exist or will be proposed to run
the information systems. Examples of ICT solutions are: for Network –

Virtual Private Network, Thin Client; Wireless; for Security – Firewall, Public
Key Infrastructure (PKI); for Storage – Storage Attached Network (SAN),
Imaging, Warehousing; for Data Capture – Biometrics, Finger Scan, Optical
Scan, Optical Mark Reader (OMR), Optical Character Recognition (OCR).
Information System (IS) A system of major processes or operations which facilitates the storage,
processing, retrieval and generation of information for decision-making,
planning, controlling and monitoring purposes. It also refers to a group of
related processes (manual or computerized) designed to generate
information for the exclusive support of a major functional area of an
organization (e.g. Personnel Management Information System, Logistics
Management Information System, Financial Management Information
System, etc.).
Information Systems Designated by the department secretary/agency head or the President of

Planner (IS Planner) the HEI who shall work with the management and Chief Information Officer
(CIO) and mainly responsible for the formulation, development and
implementation of an Information Systems Strategic Plan (ISSP).
Information Systems Refers to a three (3) to five (5) year computerization framework of an
Strategic Plan (ISSP) agency which describes how the organization intends to strategically use
ICT in pursuit of its mission and functions. A written expression of how an
agency intends to use ICT to support its data processing and decision-
making processes.
In-house Development The user (within the agency or HEI ) is involved in the design and
operations of IS, actively participates in the change process and the user’s
knowledge and expertise is incorporated.
Internet a worldwide interconnection of millions of computer networks and

databases. It is popularly referred to as the Information Superhighway, the
Web, or simply as the Net.
Internet Service Provider An entity or company that provides connection services to the Internet.
(ISP) Access to the Internet is provided through its facility linked to the Internet.
Such service provider may be a commercial entity, an institution, a
university, or any other entity that has already a link to the Internet.
Management Information Information systems which include external information in addition to the
Systems internal information about the agency's operation. This information will be
used for goal setting, and decision-making purposes of the different levels
of management in the organization.
Mission-Critical Frontline Basically transactional, customer-driven business processes designed to

Services provide direct public access to government services, reduce the processing
and approval time of government transactions with the public,
electronically organize and store vital data/information for easy retrieval or
updating, processing, and sharing with government monitoring or

statistical agencies; and ensure greater transparency, accountability and

integrity of government operations and transactions.
Modem A device that converts digital signals from the computer into analog
signals to be transmitted over communication media to be transmitted
back to digital signals read by computer. It can be either external or
internal. It is an electronic device that makes possible the transmission of
data to or from a computer via telephone or other communication lines.
Network A computer-based communication and data exchange systems created by

electronically connecting two or more computers/workstations. It is
composed of two or more computers that can communicate with each
other.
Network Layout The logical or physical diagram of both the existing and proposed
interconnection of computers and associated devices to provide end-users
with a means of communicating and receiving information electronically
without being limited by geographical distance.
Office Automation Collect, process, store and transmit information in the form of electronic
System (OAS) office communications.
Online Systems Real-time processing systems that process data immediately after they are
generated and can provide immediate output to users.
Operating System Software that supervises and controls tasks on a computer. The software
that directs a computer’s operations, as by controlling and scheduling the
execution of other programs and managing storage and input/output.
Original Equipment Coverssoftware for stand-alone desktop PCs and laptops and MUST stay
Manufacturer (OEM) bundled with the computer system and NOT distributed as a separate (or
License stand-alone) product. This software will be identified or labeled "For
Distribution Only With New Computer Hardware."35
Outsource An arrangement in which one company provides services for another

company. (“What is?Com’s Encyclopedia of Technology Terms; Que
Publishing 2002)
Oversight or Are those application software that support development planning, fiscal
Administrative Systems and financial management and operations, auditing, personnel
administration, and assets and supplies management.
PABX Stands for private automatic branch exchange and is a telephone switching
system used within a business or organization. It works by interconnecting
35http://www.auditnet.org/articles/softwarelicenses.htm#What%20Types

telephone extensions to each other and to the outside public telephone

network.36
Personal Digital Refers to wide variety of handheld and palm-sized PCs, electronic
Assistant (PDA) organizers, and smart phones. It is also called a Palmtop.
Printer A device that prints text or illustrations on paper. There are many different
types of printers. In terms of technology utilized, printers are categorized
into the following: (1) daisy wheel, (2) dot matrix, (3) ink-jet, (4) laser, (5)
line printer, and (6) thermal printer.
Router A device that physically connects two networks, or a network to the

Internet, converting address and sending on only the message that need to
pass to other network.
Server A computer that shares its resources, such as printers and files, with other
computers on the network, an example of this is a Novell Network Server
which shares its disc space with a workstation that does not have a disk
drive of its own. A computer that makes services, as access to data files,
programs and peripheral devices, available to workstations on a network.
Smart Card Reader An electronic device that reads smart cards and can be an external device
or a built-in feature of a keyboard, PC or laptop.37
Software A set of instructions to a computer (and its peripheral equipment) to

execute a command or process data. It uses a computer-understandable
language. The non-physical components, which maybe an operating
system, a development language, database management system, network
management software, set of computer tools and utilities, or an
application package, as well as the machine coded instructions that direct
and control the different hardware facilities.
Software License Agreement between a user and a software house, giving details of the
rights of the user to use or copy software (www.petercollin.com); a legal
right granted for a company/agency to run a software program. For every
software program used, a license is needed and granted to the user
(company or agency) and is documented in a license agreement
(www.microsoft.com/indic/licensing).
Software Packages Also called “canned program” is a set of programs prepared for
applications that are common to the needs of many organizations. This is
made available to users by the software manufacturer to include the
operating instructions and documentation of the programs as part of the
packages.
36 http://www.ehow.com/facts_7267523_definition-pabx.html
37
http://en.wikipedia.org/wiki/Card_reader

Stand-alone PCs These are independent computer units. They are not connected to any
other PC or to the network and operate independently.
Strategic Information These are client-driven application software that support mission-critical
Systems operations and provide direct public access to government services.
Tablet A mobile computer, larger than a mobile phone or personal digital

assistant, integrated into a flat touch screen rather than using a physical
keyboard. It often uses an onscreen virtual keyboard, passive stylus pen,
or a digital pen.38
Telecommunication Refers to the transmission of electronic signals; electronic transmission of
any type of electronic information (voice, image, video, data, etc.). The
movement of information in the form of voice, text, image, video or all of
these multimedia using electrical, electromagnetic wave and light
technology.
Voice Over Internet Is a phone service over the Internet.39

Protocol (VOIP)
Web Hosting The business of housing, serving, and maintaining files for one or more
websites (“What is?Com’s Encyclopedia of Technology Terms; Que
Publishing 2002).
Website It is an entity’s presence on the Internet environment.
Wide Area Network This is similar to a Local Area Network (LAN), but unlike LANs, WANs are
(WAN) not limited to a single location.
Workstation A networked personal computing device with more power than a standard
IBM PC or Macintosh. Typically, a workstation has an operating system
such as UNIX that is capable of running several tasks at the same time. It
has several megabytes of memory and a large high-resolution display. It is
categorized as a PC attached to an office network (usually a Local Area
Network) to differentiate it from a Stand-alone PC.
38
http://mashable.com/follow/topics/tablets
39 http://www.voip-info.org/wiki/view/What+is+VOIP

Assessment Project For HEMIS Implementation at The Institutional Level

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Assessment Project for HEMIS Implementation at the Institutional Level

Assessment Project for

Office of Policy, Planning, Research and Knowledge Management (OPRKM)

ABBREVIATIONS AND ACRONYMS ................................................................................................................... 2

CHED Survey Questionnaire Page 1 of 51.

ABBREVIATIONS AND ACRONYMS

CHED Commission on Higher Education

CHED Survey Questionnaire Page 2 of 51.

CHED Survey Questionnaire Page 3 of 51.

CHED Survey Questionnaire Page 4 of 51.

PART I INFORMATION SYSTEM (IS)-SPECIFIC

Type of Institution State University/College (SUC)

Name of the Head of Institution

Contact Number (include Area Code)

Name of Respondent (CIO/MIS Head, IS Planner)

Organizational Unit / Department

Contact Number (include Area Code)

Current Organizational Budget PhP

[Insert your Institution’s Organizational Structure here or on a separate page.]

Total No. of Employees2

ORGANIZATIONAL NAME OF DESIGNATED IS PLANNER3 NUMBER CURRENT

For each organizational unit:

SECTION 1.3 PRESENT ICT SITUATION (STRATEGIC CHALLENGES)4

SECTION 1.4 STRATEGIC CONCERNS FOR ICT USE5

Enrollment Services Assessment, Enrollment Difficulty in manually administering Computerized Integrated

5 Instructions (Examples are provided in each column for your reference):

SECTION 2 RESOURCE REQUIREMENT

I T E M1 NAME OF OFFICE/ Existing PROPOSED NUMBER

I T E M1 NAME OF OFFICE/ Existing PROPOSED NUMBER

I T E M1 NAME OF OFFICE/ Existing PROPOSED NUMBER

SECTION 2.2 ICT ORGANIZATIONAL STRUCTURE

3. Proposed ICT Organizational Structure8

SECTION 3 DEVELOPMENT AND INVESTMENT PROGRAM

BUDGET ITEM/ EXISTING YEAR 12 YEAR 22 YEAR 32

2. Internal ICT Project 1

BUDGET ITEM/ EXISTING YEAR 12 YEAR 22 YEAR 32

4. Continuing Expenses for Existing Systems

PART II ICT INFRASTRUCTURE INVENTORY

2. To update existing benchmark and standards; and

1. HARDWARE / OTHER ICT EQUIPMENT

TYPES <Last Year>

11 Count only the mobile phones owned or leased by your Institution.

1.2 Number of Computing Devices and Peripherals by Usage

1.3 Number of Servers by Capacity and by Location

2. SOFTWARE, APPLICATION SYSTEMS, INFORMATION SYSTEMS AND DATABASES

2.1 Operating Systems

Older than Windows XP

12 Those used in planning, coordination, internal training, monitoring and evaluation.

2.1.2 OS for Workstations (desktops and laptops)

Older than Windows XP

2.1.3 OS for Servers

2.2 Office Automation Software

Older than MS Office 2003

15 Include only those currently being used by your office or agency.

2.4 Operational20 Strategic Information Systems(please refer to the examples 21 below).

NAME OF SYSTEM Own DEVELOPMENT WORKING USE24

20 Include only those currently being used by your office or agency.

2.5 Databases (please include only existing databases)