COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

III. GLOSSARY OF TERMS

A. PNPCS ORGANIZATION ICT TERMS

1. Agency – refers to any bureau, office, commission, authority, or instrumentality of the national government, including government-owned or -controlled corporations (GOCCs), authorized by law or by their respective charters to contract for or undertake information and communications technology networks and databases, infrastructure or development projects.

2. 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.

3. 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)

4. 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.

5. Computing Scheme – may be classified into two, namely: stand-alone

or independent systems, and networked systems.

6. 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.

7. 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:

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

8. Local Area Network (LAN) – which is confined to moderate sized geographic areas such as one office, building, warehouse or campus. LAN can operate in different computing scenarios, namely:

a. Centralized – is a networking characterized by:

i. One site supplying all information processing ii. Information Integrated at one location iii. Development of software and control are

integrated at one location

b. 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.

c. Open systems – can be ported across a wide range of systems and

inter-operate with other applications on local and remote systems and interact with other users, which facilitates user portability.

d. Client Server – the most recent approach in networking wherein

the logic of the application is divided between the 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.

9. Wide Area Network (WAN) – which usually consists of a series of

complex packet switches interconnected by communication lines and spans large geographical distances.

10. Content of Management Software – a software used to manage the

content of the website and consists of two (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)

11. Data Warehouse – stores data from current and previous years that

have been extracted from the various operational and management databases of an organization.

12. Data Archiving – an effort to avoid database chaos, intended to let

organizations cull old data from their old 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; or (2) electronic media like videos, diskettes, magnetic tapes, databases, CD-ROM and web page snap shots. Archiving, in general, is a process that will ensure that information is preserved against technological

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

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 Philippine 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.

13. Firewall – a system designed to prevent unauthorized access and 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.

14. 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 components consisting of the input devices, central processor, output devices and storage devices.

15. Hub/Switch – 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.

16. Information and Communications Technology (ICT) – is the totality of

the electronic means employed to systematically collect, process, store, present and share information to end-users in support of 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 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.

17. ICT Solutions – the various ICT technologies that are currently existing

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).

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

18. 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.).

19. Information Systems Planner (IS Planner) – designated by the

department secretary/agency head 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).

20. In-house Development – the user (within the agency) is involved with

the design and operations of information systems, actively participates in the change processes and the users’ knowledge and expertise are incorporated.

21. 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.

22. Internet Service Provider (ISP) – an entity or company that provides

connection services to the Internet. 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.

23. Management Information Systems – information systems which include

external information in addition to the 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.

24. Mission-Critical Frontline Services – basically transactional, customer-

driven business processes designed to 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.

25. 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

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

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.

26. Network – a communication- based communication and data exchange

systems created by electronically connecting two or more computers and/or workstations. It is composed of two or more computers that can communicate with each other.

27. 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.

28. Office Automation System (OAS) – collect, process, store and transmit

information in the form of electronic office communications.

29. Online Systems – these are real-time processing systems that process data immediately after they are generated and can provide immediate output to users.

30. Operating Systems – software that supervises and controls task on the

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.

31. Outsource – an arrangement in which one company provides services

for another company. (“What is? Com’s Encyclopedia of Technology Terms; Que Publishing 2002)

32. Personal Digital Assistant (PDA) – refers to a wide variety of handheld

and palm-sized PCs, electronic organizers and smart phones.

33. Printer – a device that prints texts and illustration 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.

34. 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.

35. Server – a computer that shares its resources, such as printers and

files, with other computers on the network. One example of this is a Novell Network Server which shares its disk 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.

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

36. Software – a set of instructions encoded to a computer (and its

peripheral equipment) to execute a command or to process data. It uses a computer- understandable language. These are the non-physical components, which may be an operating system, a development language, database management system, network management software, set of computer tools and utilities, or an applicable package, as well as the machine-coded instructions that direct and control the different hardware facilities.

37. 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).

38. Software Packages –“canned programs“ or 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.

39. 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.

40. 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).

41. 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 high resolution displays.

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

B. ADMINISTRATIVE OFFICE

1. Availability of Reassignment - is a certificate being given by the losing unit duly signed by its Director/Chief of Office granting the transfer of personnel to another unit.

2. Certification – the act of certifying a person, thing or document; or

state of being certified. Certification maybe valid for a certain period of time or lifetime.

3. Commutation Order ~ is an order that certifies the unused leave

credits of the personnel.

4. Compulsory Retirement Compulsory retirement, for officer and non-officer, shall be upon the attainment of age fifty-six (56): Provided, That, in case of any officer with the rank of chief superintendent, director or deputy director general, the Commission may allow his retention in the service for an unextendible period of one (1) year.

5. CS Working Committee - is the team from Admin Office created to

assists the Board administratively and shall be responsible for the initial screening and evaluation of personnel matters prior deliberation of the Board.

6. DPRM Form 1A – 2007 - the revised PNP ID Application Form.

7. Leave form (CSC Form No.6) – For to be accomplished for filing a

Leave of Absence

8. Leave of Absence (LOA) - is a term used to describe a period of time that one is to be away from his/her primary job, while maintaining the status of employee. This term is in contrast to normal periods away from the workplace, such as vacations, holidays, hiatuses, sabbaticals, and “working from home” programs, in that they are considered to be exceptional circumstances, rather than benefits. Generally such an arrangement has a predefined termination at a particular date or after a certain event has occurred.

9. Letter of Accommodation - is a letter given to personnel who are

willing to be assigned to a unit/office which was duly signed by the Director/Chief of Office of the gaining unit/office.

10. Optional Retirement - Upon accumulation of at least twenty (20) years

of satisfactory active service, an officer or non-officer, at his own request and with the approval of the Commission, shall be retired from the service and entitled to receive benefits provided by law.

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

11. PNP CS Personnel Board - is the panel headed by Deputy Director for Administration created to evaluate, assess and/or deliberate CS personnel matters such as personnel procurement, movement, development and maintenance prior recommendation to Director, CS for his approval.

12. Reassignment - is the movement of an employee from one

organizational unit to another in the same department or agency which does not involve a reduction in rank, status, or salary and doest not require the issuance of appointment.

13. Resignation - is the formal act of giving up or quitting one's office or

position. A resignation can occur when a person holding a position gained by election or appointment steps down, but leaving a position upon the expiration of a term is not considered resignation. An employee who chooses to leave a position is considered a resignation, as opposed to termination, which occurs when the employee involuntarily loses a job.

14. Transfer - is a movement from one position to another which is of

equivalent rank, level or salary without break in service involving the issuance of an appointment.

C. BUDGET AND FINANCE OFFICE

1. Funding or financing - is to provide capital (funds), which means money for resources (logistics and personnel) for implementation of project, activity or program.

2. Reports – is a document characterized by information or other content

reflective of inquiry or investigation, tailored to the context of a given situation, purpose and receiver/requesting party. The purpose of reports is usually to inform. However, reports may include persuasive elements, such as recommendations, suggestions, or other motivating conclusions that indicate possible future actions the report reader might take. A report maybe public or private.

D. PLANS OFFICE

1. Accomplishment Report – A report on the accomplishment of the unit with regard to the effective and efficient disposition of its resources (logistics and personnel) in the performance of their activities/program/projects.

2. Information Communications Technology (ICT) - is the broader term

of IT to explicitly include the field of electronic communications.

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

3. Information System (IS) - is the system of persons, data records and activities that process the data and information in a given organization, including manual processes or automated processes.

4. Information Systems Strategic Plan (ISSP) – refers to a three (3) to

five (5) year computerization framework of an agency which describes how the organization intends to strategically use ICT in pursuit of its mission and functions. It is a written expression of how an agency intends to use ICT to support its data processing and decision-making processes.

5. Information Technology (IT) - is "the study, design, development,

implementation, support or management of computer-based information systems, particularly software applications and computer hardware." In short, IT deals with the use of electronic computers and computer software to convert, store, protect, process, transmit and retrieve information, securely (by Information Technology Association of America (ITAA)).

6. Operations Plans and Budget – A report concerning the evaluation of

performance based on a predetermined target of activities and the corresponding budget needed for its accomplishment.

7. Organization - is a social arrangement which pursues collective goals,

which controls its own performance, and which has a boundary separating it from its environment.

8. Performance Evaluation Rating – A report on the

accomplishment/performance of a unit based on a given parameter set by the directorate for the purpose of evaluation.

9. Plan – is a proposed or intended method of getting from one set of

circumstances to another. They are often used to move from the present situation, towards the achievement of one or more objectives or goals.

10. Presentation - is the process of presenting the content of a

topic/information to an audience. A presentation software application or other tools is used to generate the content of the presentation.

11. Program - (in management) has at least two senses: a collection of

projects that is directed toward a common goal. (e.g. PNP Computerization); and broad framework of goals to be achieved, serving as a basis to define and plan specific projects. (e.g. PNP Web Portal)

12. Program Review and Analysis – A report regarding the use of funds on

predetermined target programs/activities/projects.

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

13. Project - is a temporary endeavor undertaken to create a unique product or service. A project usually needs resources to deliver its results. Most of the time project execution is based on detailed plan, which considers also external factors and constraints. Planning, execution and controlling of project is the primary field of project management.

14. Speech – an oral message delivered in a group or in public. With regard

to the PNP Computer Service speech, it pertains to a message of the Command Group to its clientele – higher office or public, regarding the updates on the PNP Computer Service activities/programs and projects.

E. FINANCE OFFICE

1. Allowance - is a term used to describe an allocation of money from one person or an organization to a person.

2. Claim - is a legal action to obtain money, property or the enforcement

of a right protected by law against another party. 3. Differential - refers to differences in pay due to differences in the jobs

themselves and other factors, for a given worker.

4. Incentive - is any factor (financial or non-financial) that provides a motive for a particular course of action, or counts as a reason for preferring one choice to the alternatives.

5. Pension - is a steady income given to a person (usually after

retirement). Pensions are typically payments made in the form of a guaranteed annuity to a retired or disabled employee.

6. Reimbursement - is the act of compensating someone for an expense.

Often, a person is reimbursed for expenses when the person incurs those expenses through employment or in carrying out duties for another party.

7. Voucher – In account payable, is an accounting document usually

produced after receiving a vendor/client/receiver invoice, after the invoice is successfully matched to a Purchase Order or Payable. It represents an internal intent to make a payment to the receiver in the amount of the voucher.

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

F. POLICE COMMUNITY RELATIONS (PCR) OFFICE

1. Gender Awareness and Development (GAD) - often means a focus on gender-equality, ensuring participation, but includes an understanding of the different roles and expectation of the genders within the community. As well as directly addressing inequality, attention to gender issues is regarded as important to the success of development programs, for all participants.

2. General Office Attire (GOA) – refers to the standard uniform of PNP

uniformed personnel. 3. Inspection – an organised or formal check-up/evaluation exercise. It

involves the measurements, tests, and gauges applied to certain characteristics in regards to a person, object or activity.

4. Newsletter - is a regularly distributed publication generally about one

main topic that is of interest to its subscribers. Newspapers and leaflets are types of newsletters.

5. Police Community Relations (PCR) or Community Policing -

philosophy of full-service, personalized and decentralized policing, where citizens feel empowered to work in proactive partnerships with the police at solving the problems of crime, fear of crime, disorder, decay, and quality of life

6. Police Information and Continuing Education (PICE) - is a regular

conduct of seminar or training, discussion or class pertaining to police functions and organization and other useful information related to work in the police service.

7. Uniformed Personnel – Active Member of the Police Service both

Police Commission Personnel and Police Non-commission Personnel

G. SECURITY OFFICE

1. Daily Journal – an official record of daily proceedings which contains activities for the day, Incoming Communications going to and Outgoing Communications coming from PNP CS.

2. Incident Report – documentation for any unusual problem, incident, or

other situation that is likely to lead to undesirable effects or that varies from established policies and procedures or practices.

3. Incoming Communications – communications going to PNPCS.

4. Mapped Network Drive – a folder on another computer which can be

used as a local folder wherein files can be moved freely.

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

5. Outgoing Communications – communications sent by PNPCS.

6. Paperless Journal – the Daily Journal of each PNP Directorate and

National Support Units will be sent thru the PNP CampNet or thru a Virtual Private Network (VPN).

7. PDF – Portable Document Format, a Data Format for representing

documents in a manner that is independent of the original application software, hardware, and operating system.

8. Security Breach –defined as an unauthorized acquisition of equipment

or information which compromises the security, confidentiality or integrity of private information.

9. Security Guideline – Standard Operating Procedures to secure PNP CS

personnel, premises and equipment.

10. Shared Folder – It is a directory on a computer that is available to other computers on the same network.

11. Upload – transfer a file or program to a central computer from a

smaller computer.

12. Virtual Private Network – a secure network connection using a public communication infrastructure.

13. Web Browser - an application program that provides a way to look at

and interact with all the information on the World Wide Web.

H. INSPECTORATE OFFICE

1. Pre-charge Investigation – an inquiry to determine whether there is sufficient ground to engender a well-founded belief that an administrative/criminal offense has been committed and that respondent is probably liable thereof and should be held for a formal investigation.

2. Summary Hearing Proceedings – the expeditious administrative

proceedings conducted consistent with due process to determine the culpability or innocence of the respondent.

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

I. COMPUTER OPERATIONS DIVISION

1. “Cancelled” CFCs - Are checks which were cancelled pursuant to SOP#21. These checks are subject for deletion for the period but whose directives to the effect were received only after the checks have already been printed.

2. Committee on Disposition of Damaged CFCs and Payslips – a group

composed of selected CS personnel organized to dispose properly the damaged CFCs and payslips pursuant to SOP#21.

3. Continuous Form Checks (CFCs) – checks issued by the servicing bank

which the PNP Computer Service shall use in printing the names and net pay of PNP Personnel for a particular pay period.

4. Damaged Check - a check assigned for a particular payment but not

issued due to damage in the process of printing, signing and bursting.

5. Damaged Financial/Management Report – are reports which were not released due to damage in the process of printing.

6. Damaged Payslip – payslip which were not issued due to damage in the

process of printing.

7. Financial/Management Reports – reports generated for DPRM, DC, Accounting, and COA used as supporting documents of the salary of PNP personnel and financial institutions.

8. Job Request Form (JRF) - to be filled-up by client/office requesting

for printing of their jobs.

9. Memo Request for Computer Repair - A memo from unit/offices specifying request for repair services of CS of their PC and computer peripherals.

10. “Non-Negotiable” – a mark in ink stamped enface of damaged CFCs

for security reasons.

11. Payslip - Legal document containing the gross earnings, deductions, and net pay of individual PNP personnel.

12. PNP CFC Cancellation Team – a group composed of members from

DPRM, DC, CS, and FS organized to cancel CFCs pursuant to SOP#21.

13. Service Request Form (SRF) - to be filled-up by client/office unit concerned requesting IT hardware for maintenance/repair services of CS.

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

J. SYSTEMS MANAGEMENT DIVISION

1. Adaptive Maintenance – Changing the applications to adapt it to a new hardware or software environment, adaptive maintenance may involve, for example, moving an application from a mainframe to a client server environment, or converting it from a file to a database environment.

2. Button – (sometimes known as a command button or push button) is a

widget that provides the user a simple way to trigger an event like searching for a query at a search engine, or to interact with dialog boxes to confirm user’s action.

3. Check Box - is a graphical user interface element that permits the user

to make multiple selections from a number of options commonly used for data modeling. Selected options are represented by a check mark or an alpha x.

4. Client – refers to any person, division /directorate that use the

application software developed by Computer Service.

5. Concept Of Operation – a verbal or graphic statement in broad outline in regard to an operation or series of operation. This is designed to give an overall picture of the operation and is included primarily for additional clarity of purpose.

6. Conceptual Data Model – is the process of structuring and organizing

data structure and implemented in a database management system.

7. Corrective Maintenance – Corrective maintenance diagnoses and corrects errors in an operational system.

8. Data Dictionary – a catalog which contains the names and structures of

all data types with a corresponding definition.

9. Data Field - a single characteristic or fact about entity. A data element, field or attribute is the smallest piece of data that has meaning within an information system.

10. Data Import - import data in the specified format from a file.

11. Data Manipulation – the standard operation of sorting, merging,

input/output and report.

12. Data Model – describes data structures and design.

13. Documentation – describes an information system and helps the users who will interact with it. It is essential for a successful system operation and maintenance.

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

14. Entity Relationship Model- is a graphical model of information system

that depicts the relationships among entities.

15. Error Message – a message indicating detection of an error.

16. File Structure – is a particular layout of data in a computer file and well defined available specification.

17. List Box – an on-screen display of text items in a scrollable window

that a user can select.

18. Live Data – a set of actual data used by the client to process transactions and extracted by the developer for final system testing.

19. Logical Model – shows what a system must do, regardless of how it will

be implemented physically.

20. Media Storage – (also called storage medium). In computers, a storage medium is any technology (including devices and materials) used to place, keep and retrieve data. Although the term storage includes both primary storage (memory), a storage medium usually means a place to hold secondary storage such as that on a hard disk or tape.

21. Menu – a list of available options, especially as displayed on screen.

22. Merging Of File – combining or uniting two sets of data.

23. Message Box - a small window that pops on your screen to warn that

your computer is about to perform an operation.

24. Object Model – describes objects which combine data and processes.

25. Option Box - a movable window that is displayed on screen in response to the user selecting a menu option.

26. People Ware – refers to a productive project team in the world of

software developing system composed of project officer, system analysts programmers and researchers.

27. Perfective Maintenance – It involves changing and modifying the

system to respond to changing user requirements and organizational needs improving systems efficiency. It also involves enhancing documentation.

28. Process Model – it describes system logic and processes that

programmers use to develop necessary code modules.

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

29. Project Proposal - a set of documents presented to the client which states how the system will be develop to include the project requirements.

30. Pull Down Menu - a menu in a graphical user interface whose title

is normally visible but whose contents are revealed only when activated by pressing the mouse button while the pointer is over the title to show the menu items.

31. Runtime – refers to the actual execution of a program.

32. Runtime Error – a problem that is encountered when program is being

executed.

33. Schedule Of Activities – illustrates a project schedule which contain a detailed breakdown of assigned task and the responsible people ware to complete the project.

34. Screen Menu – a list of system’s module and sub- module usually

known as the “Main Menu” of the system.

35. Software Maintenance – process of enhancing and optimizing deployed software as well as remedying defects.

36. Solution – the best alternative to solve the problem reported by the

client.

37. Symbols (Flowchart) – figures used in the flowchart. There are several symbols used in systems development, to wit:

procedure documents or connector off-page input/outputs connector

38. System Development - is a framework originally based upon rapid application development that utilizes continues user involvement in an interactive development and incremental approach which is responsive to changing requirements.

N

conditional box answerable by yes (Y) or no (N)

signifies flow whether downward, upward, sideward

Y

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

39. System Documentation – describes the system’s function and how they are implemented. It is a reference material for programmers and analyst who must support and maintain the system. It includes project proposal, data dictionary, data flow diagram, object models, screen layout and references.

40. System Flowchart – physical modeling tool that uses various symbols

to identify input and output operation, represent data or files and shows media such as disk, documents and reports.

41. System Implementation – the process of installing the system that will

test and exercise the complete system in its actual environment to determine its capabilities and limitations to know if the system is functionally operative and is compatible with the other subsystems and supporting elements required for its operational employment.

42. System Outline – consist of identified input and output requirements,

database files and system processes.

43. System Presentation – a live show of the proposed system by the project team for the client/user with the use of projector and PC/ Laptop.

44. System Testing – includes a series of test to determine if the proposed

system is functioning properly. It involves the following: a. Program testing – testing of individual programs and modules. b. Integration testing – testing of two or more programs dependent

on each other.

45. Test Data – a set of data created for testing new or revised application.

46. Text Box - used to display text and to accept text entry from users.

47. Tool Tips - a small text area that floats over an object when the cursor

comes to rest on it.

48. Troubleshoot – the attempt to locate the source of the hardware or software problem and correct it.

49. User’s Manual – a written guide with associated images intended to

give assistance to people using a particular system.

50. User’s Training – lecture to help the users to be familiarized with the software used and be comfortable in operating the system.

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

51. Walkthrough – an administrative process for reviewing the design and operation of a new system design. It is a review done by a small group of people involved in the system development to check the existing system models, to detect flaws inaccuracies, errors and omissions in the proposed design.

K. DATA MANAGEMENT DIVISION

1. 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.

2. Database Management System (DBMS) – viewed as a system software

package that controls the development, use, and maintenance of the databases of computer-using organizations.

L. NETWORK MANAGEMENT DIVISION

1. Accomplishment Report of NMD ~ Pertains to the records of activities and programs conducted in relation to the NMD duty and functions

2. Anti-Virus (AV) Software – a program that detects and removes

computer viruses.

3. End-node – a network node/end-point connecting workstation to the PNP Campnet.

4. Information System Owner – PNP Unit/Office that legally owns the

Information System.

5. Magic 7.1e Dongle Acknowledgement Form – a form that serves as acknowledgement of the Magic 7.1e dongle installed at the user/client workstation.

6. Magic 7.1e Runtime Dongle – is a small hardware device that connects

to a computer to control access to PNP Salary System developed using the Magic 7.1e development tool. When the dongle is not present, the application refuses to run or runs in a restricted mode.

7. Network Cable – is the medium through which information usually

moves from one network device to another.

8. Network Layout - the logical or physical diagram of both 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 a geographical distance.

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

9. NMD SF (Network Management Division Service Form) - A form

formulated to serve as basis of actions taken/services rendered and acknowledge by the requesting party upon network-related service is rendered.

10. PNP CampNet (PNP Campus Network) - A network based on

Transmission Control Protocol/Internet Protocol (TCP/IP) belonging to the Philippine National Police sited within the perimeter of Camp Crame.

11. PNP Campnet User/Client - the user or client of a workstation

connected to the PNP Campnet.

12. SF (Service Form) - an NMD document being accomplished by the requesting party after rendering network related service by the NMD personnel.

13. User/Client – the user of a workstation connected to a network

14. Workstation (Campnet) - a personal computing device which is

physically connected to the PNP Campnet.

15. PNPCS LAN – is a network based on Transmission Control Protocol/Internet Protocol (TCP/IP) belonging to the Philippine National Police located within the perimeter of PNP Computer Service.

M. TRAINING AND RESEARCH DIVISION

1. Annual Training Program – refers to an annual ICT training program to be offered by the PNPCS to the PNP personnel.

2. Instructor - teachers facilitate student learning, often in a classroom

setup in a school/academy/learning center. The objective is typically a course of study, lesson plan, or a practical skill, including learning and thinking skills.

3. Training - refers to the acquisition of knowledge, skills, and

competencies as a result of the teaching of vocational or practical skills and knowledge that relates to specific useful skills.

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

N. WEB ADMINISTRATION AND DEVELOPMENT DIVISION

1. E-mail – Electronic mail, is a store and forward method of composing, sending, storing, and receiving messages over electronic communication systems.

2. E-mail System - applies both to the Internet e-mail system based on

the Simple Mail Transfer Protocol (SMTP) and to intranet systems allowing users within one organization to e-mail each other. Often these workgroup collaboration organizations may use the Internet protocols for internal e-mail service.

3. Web Development or Website Development - is a broad term for any

activities related to developing a web site for the World Wide Web or an intranet. This can include e-commerce business development, web design, web content development, client-side/server-side coding, and web server configuration.

4. Website – is a collection of Web pages, images, videos and other

digital assets that is hosted on one or several Web server(s), usually accessible via the Internet, cell phone or a LAN.