internship report on it support to mis at nchd
TRANSCRIPT
THIS REPORT IS SUBMITTED TO AIOU
IN PARTIAL FULFILLMENT OF
REQUIREMENT OF THE DEGREE OF
THE MASTERS IN BUSINESS ADMINISTRATION IN
INFORMATION TECHNOLOGY (MBA-IT)
Submitted By: Zafar Ahmad Roll # L – 519679 Reg. # 99–PMN–0978
Department of Business Administration
Allama Iqbal Open University, H – 8, Islamabad
Session 2002 – 04
Internship Report On
IT Support to MIS At
Human Development Support Unit National Commission for Human Development
Rahim Yar Khan
Submitted By: Zafar Ahmad Roll # L – 519679
Reg. # 99–PMN–0978
Department of Business Administration Allama Iqbal Open University, H – 8, Islamabad
Session 2002 – 04
Disclaimer This report reflects personal experiences based on the level of interpersonal
communication, interaction with the personnel, coordination level and information shared & perceived. There is always room for improvement. However, it is not necessary for the reader to agree with the contents, findings/conclusions and
areas of improvement as identified therein.
Abbreviations
ADPO Assistant District Program Officer
AIOU Allama Iqbal Open University
ALCs Adult Literacy Centres
AMO Assistant Media Officer
CSOs Civil Society Organizations
DDPO Deputy District Program Officer
DITO District Information Technology Officer
DPO District Program Officer
F&A Finance & Administration
FAO Finance & Administration Officer
FIS Finance Information System
FS Feeder School
FT Feeder Teacher
HDSU Human Development Support Unit
HMIS Health Management Information System
HR-MIS Human Resource Management Information System
IT Information Technology
LC Literacy Coordinator
M&E Monitoring & Evaluation
MC Markaz Coordinator
MIS Management Information System
MPR Monthly Progress Report
NCHD National Commission for Human Development
NGO Non Governmental Organization
PHDF Pakistan Human Development Fund
PMIS Personnel Management Information System
SCM Social Community Mobilizer
SO Social Organizer
SOPs Standard Operating Procedures
TOR Terms Of Responsibility
UNDP United Nations Development Program
UPE Universal Primary Education
VCD Volunteerism & Community Development
Authorization
To go for internship training, I moved my C.V. on 10-02-2005 to the Chairman – National
Commission for Human Development, Islamabad with the request to provide me an
opportunity to get hands on experience as internee for a period of 8 – weeks with NCHD.
In response to my application, I was called for interview on 21-02-2005 at HDSU, Rahim
Yar Khan. Finally, the General Manager, HDSU – NCHD, R.Y.Khan honoured my
request and consented for a stipend free internship in IT Section therein. Image of consent
message is produced hereunder: -
Meanwhile, I managed to get recommendation letter issued by the Regional Director –
AIOU, Regional Campus, Multan in this regard. With such support vide letter # 4271/MN
dated 16-03-2005 (copy of same is produced hereunder), I submitted my joining report on
18-04-2005 for internship training at HDSU – NCHD, Rahim Yar Khan.
Thus I got authorization for internship training as practical component in the way to meet
with the requirement to qualify for MBA-IT degree under MBA program by Allama Iqbal
Open University, Islamabad.
Acknowledgement
First of all, I am very grateful to Almighty Allah Who provided me strength and made
capable of doing internship training and summarize the proceedings in the form of report
to meet with the realistic interpretation of the matter. Obviously, I have nothing to do
without His blessings.
I certainly believe that skills and hidden abilities remain useless if no one is there to help
to bring these attributes at forefront and polish them in a fruitful manner. No doubt, the
teacher does it well. So my utmost thanks and gratitude to my beloved and Hon’ble
teachers in the entire program; and especially Ms. Tayyaba Naz, District IT Officer,
HDSU – NCHD, Rahim Yar Khan whose guidance make me so capable to complete the
task as it was planned. I am thankful to Mr. Gohar Khan Khattk, faculty member of AIOU
whose guidance made me capable to make changes accordingly.
With the blessings of beloved parents; we are successful in the entire length of career and
life. I have no words to thank to my beloved parents whose advice and guidance, love and
affection, and experience made me capable to distinguish between wrong and the right
path in my career development phases. Specially, I salute to the dignity of my mother due
to which I have been successful so for and also would love to seek her guidance at step-
by-step during the remaining course of life. May Allah bless my parents a long life and
keep me joining their association in eternal!
Motivation and moral support play a vital role to do things consistently. Especially, I
would like to thank to Mr. Kashif-Ud-Din Siddiqui at IT Section, HDSU – NCHD,
R.Y.Khan who always encouraged me and extended his cooperation to come out of the
difficulties, as and when encountered during the course of training work.
From the core of my heart, my sincere thanks are due to Col. Muneef Malik, Senior
General Manager, NCHD, Islamabad (the then GM at HDSU, Rahim Yar Khan) who
provided me opportunity to take PEHLA QADAM towards NCHD to learn and
concentrate on training with good time management during the entire length of internship
program. It is because of him, I got the concept of this report on “IT Support to MIS” and
access to go through whole of the working cycle at HDSU. This helped me a lot in
understanding the procedural mechanism to put this in a form of the report. I really admire
and salute to him.
In the last, but not the least, it would be very unfair, if I leave this acknowledgement
without paying recognition to all NCHD people: Mr. Shakeel Mahmood Butt (FAO),
DPOs in program section(s) and their team members, Ms. Noureen, DDPO(E), Ms. Aasia
(HMIS), Ms. Sumaira Khalid in VCD, Mr. Shahid Nawaz in CB, Mr.Ishrat and Ms.
Shakeela from F&A, personnel in sub-areas(s) and others. I am highly thankfully to all of
them for extending their cooperation, support and logistics during the entire course of
work giving feel to me as their own team member.
May Allah be very kind to all of us!
Zafar Ahmad
National Commission for Human Development
Background
Inception of the Organization:
In a view to Human Development Index of Pakistan and envisioned by the President
of Pakistan, General Pervez Musharraf, a Task Force on Human Development was
established in June 2001. It was designed to find innovative solutions to improve and
fill implementation gaps in social service delivery at the grass-root level in the sector
of Education, Health and Poverty Alleviation. Having extensive research and selfless
efforts of social scientists, foundation of a National Level Development Agency was
laid in July 2002 under the Ordinance # XXIX of 2002 and named as National
Commission for Human Development (NCHD).
The Commission operates as an autonomous body under the flag of Federal
Government. NCHD aims at effective provision of social services. It perceives human
development as a process of enlarging choices, building capacities and encouraging
participation of communities at the grass-root level. To ensure this, NCHD is directed
towards supporting government line departments, Civil Society Organizations (CSOs)
and the local communities in the sectors of Education, Basic Health Care,
Volunteerism & Community Development and Income Generating activities
according to the commission objectives as dreamed at grass root level.
NCHD – Mission:
To promote Human Development by supporting Government line departments, non-
governmental organizations and elected officials at the district level in primary
education, literacy, income generating activities and provision of basic health
services.
Scope under NCHD Operates:
The scope of NCHD emerges from the mandate of the commission as listed in the
clause 7 of the Ordinance as follows: -
a. Formulate, approve, manage, promote, enhance, implement, execute, monitor
and organize its support programmes and projects for assistance of the line
Ministries, Departments and agencies concerned, inter alia, for-
National Commission for Human Development
i. Capacity building, training, and enhancement of competency of
Governmental functionaries and line departments, and non-governmental
organizations working in the social sectors, especially under District
Governments;
ii. Literacy and non-formal basic education programmes supported by skills
training programmes for income generating activities;
iii. Programmes to assist in universal primary education;
iv. Programmes to assist in primary health care;
v. Programmes to assist in alleviation of poverty
vi. National volunteer programme to assist in the social sectors.
b. Undertake research, studies and surveys to assess the needs and requirements
of an area for extending scope of its activities and disseminate information in
respect thereof;
c. Keep informed the Federal Government and respective Provincial
Governments and their District Administration of its programmes and projects
being carried out by it in performance of its functions;
d. Global resource mobilization including finances, intellectual expertise and
talent to assist in the social sectors; and
e. Perform such other function, as may be incidental or ancillary to the execution
of its programmes and projects.
NCHD – at a Glance:
Focusing on the above social sector development areas, NCHD identifies, and
consequently presents innovative and cost effective solutions to fill implementation
gaps, building the capacities of the involved agencies and stakeholders to effectively
address the issues hampering the process. Through extensive training programs and
capacity building workshops which cater to all the stakeholders involved in the
process, NCHD helps to ensure a lasting impact. These capacity building exercises are
targeted towards Government Line departments, CSOs and the community. Generally,
it has been observed that strategies are done but remain unimplemented for one reason
or the other; resultantly the social service delivery system suffers and development
projects can’t meet to its realistic interpretation. NCHD takes PEHLA QADAM to
work on an innovative approach – Incubation of government and non-government in
regard to service delivery system to bridge the implementation gap between strategy
and delivery. In order to put this approach in practice, a nationwide network of
National Commission for Human Development
Human Development Support Unit (HDSU) is placed in operation at district level.
Social services delivery is accomplished through HDSU in building the capacity and
competencies of lines departments and CSOs at the district level by imparting skills to
promote communication and knowledge sharing.
Today, NCHD has its operational projects in over forty-two districts across the
Pakistan, with aims of replicating the successes in the remaining districts of the
country. In order to carry out this dream in to its realistic interpretation – the
Commission shares financial resources from the fund known as the Pakistan Human
Development Fund (PHDF) & UNDP. The fund is used to support the human
development endeavors of NCHD in Pakistan. However, a strategy is followed to be a
doner agency in near futures for grass-root level project in social sector.
NCHD – in Action:
In regard to work areas identified as above, NCHD seems to be in action in different
programs of Education and Health in particular whereas on the move to create
National Volunteer Corps. Communication & Media Campaign and Global Resource
Mobilization programs are in also in operation. Here we have a brief on these
programs as an overview: -
i. Education Program:
This program is executed to assist the govt. in achieving 100% primary school
enrollment taking assistance from the CSOs. Under this program, schools are also
opened in the areas where no govt. school exists. Partially, this program facilitates to
beneficiaries to economically empowered towards poverty reduction i.e. improving
the employment rate.
Under this program, general beneficiaries are distributed into three categories of target
groups applying different sorts of treatment but with the one main objective to take
PEHLA QADAM towards raising literacy rate.
- Universal Primary Education Program (UPE) for 5 – 7 years old target groups
- Basic Literacy and Non-Formal Community Based Primary Projects for 8 – 14
year age group.
National Commission for Human Development
- Adult Literacy Program followed by a skill training focusing 15 – 39 years old
people.
ii. Health Program:
As per guidelines under National Health Policy, the program emphasizes on Primary
Health Care Services to improve Infant & Mortality Rate and Population Growth
Rate. For the purpose, Family Worker Training, Community Midwifery and Health
Capacity Building projects (e.g. Training on ORS preparation underway)
iii. Promoting Volunteerism:
It is on credit of NCHD for taking first ever initiative to address this area to create
National Volunteer Corps (NVC). Under this program volunteers are taken into
account to utilize their skills and capabilities in the area of interest matched with the
programs of NCHD. Operations are done through Volunteerism & Community
Development Section(s) at HDSU level.
Besides this, in order to masses awareness and to develop behaviour necessary for
human development programs of NCHD, social marketing programs utilizing the
communication and media with the available technology are put into operations at
HDSU level through media personnel: Assistant Media Officer (AMO) as part of
supportive role to programs. Moreover, description on operations of each program
section(s) is given in the enclosed Fact Sheet(s) as per annexure.
Organizational Hierarchy:
Chairman
CEO/COO
CFO Sr. Director Operations
Sr. Director Support
Treasury
Audit
M & E
Director
MED
Director
Education Director
Volunteerism
Director
Health
Director
CB
Mktg
HR
Admin
GMs at HDSU
IT
DPO
DDPO
ADPO
DITO
FAO Performance Contract
National Commission for Human Development
Sections at HDSU level
Scope and Limitations of the Organization:
Hence having overview of the organization, we summarize that the scope of the
organization revolves round the efforts towards social sector development; providing
helping hand to govt. lines departments, ensuring to make the masses at grass root
level empowered to get and have access to the basic necessities of life (e.g. health,
education and livelihoods). This organization doesn’t operate on commercial or
industrial basis and not a doner agency at the end. In short, the commission attempts
to make Pakistani capable through knowledge with a vision to help them in accessing
social facilities leading to a happy, satisfied and prosperous life at the end.
Education
Section
Volunteerism &
Community Dev.
Section
Health
Section
Finance & Admin
Section
IT
Section
HDSU
Rahim Yar Khan
Capacity Building
Section
National Commission for Human Development
Highlights
Judgement about performance during internship training and documentation of
experiences in the form of report is evident in the certificate issued by the competent
authority at HDSU, Rahim Yar Khan. The same is placed hereunder: -
Table of Contents
Executive Summary ......................................................................................................................................... 1
1. Purpose of Report .................................................................................................................................. 3
1.1 Scope of the Study ........................................................................................................................ 3
1.2 Objectives of the Study ................................................................................................................ 4
2. Data Collection and Analysis ................................................................................................................ 5
2.1 Detail of Data ................................................................................................................................ 5
2.2 Source Used .................................................................................................................................. 5
2.3 Importance and Cost of Data ...................................................................................................... 6
2.4 Requirement Analysis Tools ........................................................................................................ 6
2.5 Preliminary Requirement Analysis ............................................................................................. 7
2.6 Role and Participation ................................................................................................................. 9
2.7 SWOT Analysis .............................................................................................................................. 9
2.8 System Design & Development ................................................................................................. 12
2.9 System Implementation ............................................................................................................. 13
2.10 System Evaluation ...................................................................................................................... 14
3. Methods of Research ........................................................................................................................... 16
3.1 Self-Administered Survey ........................................................................................................... 16
3.2 Personal Interviews .................................................................................................................... 17
3.3 Observation ................................................................................................................................. 17
3.4 Research Methods used for the Report .................................................................................... 18
4. Current Issues ...................................................................................................................................... 19
5. Causes of Analysis ............................................................................................................................... 22
6. Effects after Analysis ........................................................................................................................... 25
7. Problem Analysis ................................................................................................................................. 27
8. Result .................................................................................................................................................... 28
9. Solution Criteria ................................................................................................................................... 30
10. Recommendations .......................................................................................................................... 33
11. Benefits ............................................................................................................................................ 35
12. Weaknesses .................................................................................................................................... 37
13. Suggestions for Improvements ...................................................................................................... 38
14. Conclusion ....................................................................................................................................... 40
References ..................................................................................................................................................... 42
Annexure(s):
Fact Sheet - A: Finance & Admin Section ...................................................................................................... i
A1. Data Flow Diagram.......................................................................................................................... xii
A.1.1 Level 0 DFD ............................................................................................................................ xii
A.1.1 Level 1 DFD ............................................................................................................................ xii
A2. Entity – Relationship Diagram ...................................................................................................... xiii
Fact Sheet - B: Information Technology Section ....................................................................................... xiv
Fact Sheet - C: Education Section ............................................................................................................. xvii
Fact Sheet - D: Health Section .................................................................................................................. xxvi
Fact Sheet - E: VCD Section ..................................................................................................................... xxxv
a. Approved Work Plan
Executive Summary
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Executive Summary
National Commission for Human Development (NCHD) – The Wheel of Change and
Development is an organization with a people centered philosophy which is striving to
empower the people at the grass root level to become the agents of social change.
NCHD is a statutory autonomous federal body, mandated with the role of orchestrating
human development efforts in Pakistan. Its primary role is to build capacities and improve
services delivery in the social sector at the district level. Human Development Support
Unit is put as key operational unit for delivery of services in lines with the NCHD focused
areas of Education, Health, Capacity Building and Volunteerism & Community
Development.
The HDSU at Rahim Yar Khan has distinction among other HDSUs to the extent of
covering the largest target district under NCHD operations. Since its commencement of
operations; under Universal Primary Education (UPE) Project, baseline data of 556,376
households has been collected and analyzed with 242,304 children identified as out of
school and decreasing this figure through enrollment of 167,232 children subsequently.
Besides this, 4,691 adults were focused in 165 Adult Literacy Centres (ALCs) and
provided education through 268 teachers. In result of all this efforts 86% enrollment is
achieved but experienced 50% dropout (on over all estimation). UPE-MIS is need of the
day to address the issue in concern and meeting objectives in letter and spirit. Besides this,
IT support is also required in developing short applications on the areas, which are not
covered under UPE-MIS Scope.
No one can deny the importance and contribution of Information Technology products in
every sphere of life and inevitable inputs towards sustainable development especially in
social sector services delivery at very grass root level. In meeting with the objectives set
by NCHD. Its IT Department is at fore front to contribute its share to facilitate the
program sections at grassroots level. Still there is a long way to go. IT Department has to
enhance its support to the program sections in the end. A lot of work has been done in a
dream to launch first ever MIS on UPE soon at least to equip the Education Section with
the list of upcoming enrollable children well before the start of their turn with the dream to
utilize this system over the large geographical area. In order to support: Admin and
Executive Summary
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Finance Section, IT Department has contributed so nicely. MIS on Finance is already put
in operations following the steps in performance of financial activities smoothly,
minimizing the chances of errors, and to hold the responsible accountable for effective
utilization of resources. Following to this, HR – MIS is on paper to strengthen the Human
Resource Activities.
However, in the present circumstances, IT Section at HDSU level may provide its support
in terms of training especially on office application tools particularly to staff in different
sections desperately needed to perform their assignments with effective use of IT
resources in terms of cost and time. Moreover, short applications preferably using MS-
ACCESS may be developed by IT Section recognizing the need of program sections even
the above mentioned MIS will be in operation in different sections.
IT Section should take a step ahead helping program section(s) in recognition of their need
assessment to provide IT Solution at their door step. We feel coordination level on part of
IT Section needs to be improved giving feel to program sections a helping hand rather
creating obstacles for them in meeting day-to-day requirements. Computer Use Policy
should be enforced in order to minimize frequent trouble shooting activities and effective
use of IT Resources.
Purpose of Report
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1. Purpose of Report
Obviously one of the main reason to prepare this report is associated with the final target
i.e. to qualify for MBA – IT degree under MBA program by Allama Iqbal Open
University, Islamabad. After having completed 20 courses under the program, every
student has to undergo for internship training minimum for a period of 6 week to get hands
on experience through practical exposure in some organization and finally put it in the
form of a report. Here this task is taken after completing 23 courses successfully scoring
73.42% marks in five consecutive semesters with the development of a project “Track and
Trace System” of PHS – Department, Regional Office, State Life Insurance Corporation
of Pakistan, Multan with the project report in final semester for specialization in IT.
For internship purpose, the organization – an autonomous body at federal level named as
“National Commission for Human Development” is picked for study on many reasons but
its Human Development specialty is the prime one. As the Commission has its operational
units in scattered parts of the country; so difficult to visit all of these units and even
operational areas in a specific unit to address all ongoing activities therein. Here, in this
report, the one of operational unit at Rahim Yar Khan given the name “Human
Development Support Unit” (HDSU) is focused.
1.1 Scope of the Study
After having focused the operations of HDSU at Rahim Yar Khan; it is revealed that there
is a mix of operations like finance & administration in general and supporting operations
of IT Section to different set of programs undertaken separately by other sections: Health,
Education, Volunteerism & Community Development, Capacity Building in particular.
Hence to limit the scope of the study and concentrating on one area with respect to the
degree program (MBA-IT); here we take the focus on IT Section and examine the nature
of support this section has extended to strengthen the capabilities of above mentioned
program sections in carrying out different task assigned to accomplish at their own end. In
relation to this scheme we draw following objectives to have answered in this report.
Purpose of Report
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1.2 Objectives of the Study
- To develop an understanding on the over all activities being carried out in different
sections at HDSU – NCHD, R.Y.Khan.
- To list down the areas relating to support of IT section has extended to other
sections helpful in their meeting job assignments.
- To point out the limitations of IT Department with respect to time, cost and
expertise to comply with the desired support as dreamed by the associated sections.
- Requirements in terms of skills & expectations of the program sections, presently
and in near future, to acquire support from IT section in meeting with their
program objectives effectively and efficiently.
- To come up with the recommendations for having support, in the present scenario,
from IT section, which may be extended to other, associated program sections
beneficial in their respective programs and to get work done with the optimum
utilization of human and logistic resources.
So, the track we are following to meet the objectives in a coherent way, the study is given
the name “IT Support to MIS”. In order to carry out the task, the study scheme is
designed to have practical exposure as per work plan [annexed herewith] for 36 days plus
08 days of work experience exclusively in IT Section. Fact Sheet(s) for each and every
section to observe the ongoing activities and probe into the matter relating to IT support
regarding logistic, human and expertise; are prepared and then summarized in the report
following the desired format as per directions of MBA Department, AIOU, Islamabad.
Supporting stuff like Manual(s), Activity Report(s), Presentation(s) etc, taken in study, is
listed under reference column at the end of this report and come up with conclusion and
recommendations keeping in view NCHD – The Wheel of Change and Development.
In addition to 44 days of training experience, further 15 days are utilized for
documentation to produce this report. Hence 8 – weeks are utilized to finish this activity in
a fruitful manner.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Data Collection and Analysis
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2. Data Collection and Analysis
In this section, we will discuss the key points on which data has been collected in relation
with the topic of the report and then will go through the preliminary investigation to the
system evaluation points at the end.
2.1 Detail of Data
In regard to scope of the study and topic “IT Support to MIS” and on having experience of
each section at HDSU, the detail of the data on following lines has been collected.
- Human Resource
o Management
o In association with the Management
- Support Available
o Hardware Support
o Software Application Support
o Operating System & Office Application Tools
o Network available
o MIS Support in relation to IT infrastructure available in the respective
section
[Note: Detail on these points and actual data collected can be perused in the
referred Fact Sheet(s), prepared for each section, as annexed at the end of
this report]
2.2 Source Used
Focusing on the line of action and in order to obtain the data as per points mentioned
above, data is collected utilizing the following sections in operation at HDSU as primary
source.
- Supporting Part at HDSU
o Admin & Finance Section
o IT Section
- Program Implementation Part at HDSU
o Education Section
o Health Section
o Volunteerism and Community Development Section
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Data Collection and Analysis
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Alongwith the primary source of data, secondary source like reports available with
different sections and stuff available at website of NCHD is also used with respect to the
topic helpful for study.
2.3 Importance and Cost of Data
In any kind of research activity, primary data is of vital concern and plays a key role in
rest of the proceedings. Hence its importance is beyond any doubt. In this particular study,
the importance of primary data takes the weightage as compared to data collected from
secondary source due to its distinction the way it is collected and composed in a Fact
Sheet specifically addressing the point in concern. As for as cost incurred on collection of
data is concerned; all the sections extended their cooperation and provided free of cost
stuff/material in the form hard/soft copy(s) without showing any reluctance in regard to
the material they thought free from shattering their concerns.
2.4 Requirement Analysis Tools
There are a number of requirement analysis tools to assess the organization, two main:
SWOT and PEST are elaborated as under: -
SWOT analysis is a tool for auditing an organization and its environment. It is the first
stage of planning and helps marketers to focus on key issues. SWOT stands for strengths,
weaknesses, opportunities, and threats. Strengths and weaknesses are internal factors.
Opportunities and threats are external factors
The SWOT analysis provides a good framework for reviewing strategy, position and
direction of a company or business proposition, or any idea. SWOT analysis also works
well in brainstorming meetings. SWOT analysis is used for business planning, strategic
planning, competitor evaluation, marketing, business and product development and
research reports. We can also use SWOT analysis exercises for team building games.
PEST analysis, which measures a business's market and potential according to external
factors; Political, Economic, Social and Technological. It is often helpful to complete a
PEST analysis prior to a SWOT analysis. SWOT analysis measures a business unit, a
proposition or idea; a PEST analysis measures a market.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Data Collection and Analysis
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Strength could be specialist expertise, new or innovative services, quality of procedures
and process or any other aspect that adds value to the delivery of services/product.
Weakness could be lack of expertise, poor quality of services delivery or damaged
reputation.
Opportunities could be developing new market, ineffective competitor, mergers, joint
ventures or strategic alliances. Threat may include: new competitor with innovative
product/service, taxation or service/product delivery channel.
2.5 Preliminary Requirement Analysis
The tool used for requirement analysis is not different as discussed under Methods of
Research heading. It is also a blend of direct observation, personal experiences, especially
minute watch on action and reaction of departments on acquiring information and level of
fulfillment on performance of responding section. Here, the format on the points on which
facts collected, specific to preliminary requirement analysis, are given hereunder.
- Requirement Analysis:
Why it is being used?
_____________________________________
_____________________________________
_____________________________________
_____________________________________
_____________________________________
_____________________________________
Are user needs fulfilled? ____________________________________
Are organizational needs are fulfilled?
_____________________________________
_____________________________________
_____________________________________
_____________________________________
_____________________________________
_____________________________________
Is it recognizable compatible with the system available at other HDSU?
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Data Collection and Analysis
Roll # L – 519679, MBA-IT Program, Session 2002 - 04
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- Free of ambiguity
_____________________________________
_____________________________________
_____________________________________
- Easily understandable
_____________________________________
_____________________________________
_____________________________________
_____________________________________
_____________________________________
_____________________________________
- Performance Analysis:
Types of Reports generated:
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Are reports generated automatically?
_____________________________________
_____________________________________
_____________________________________
_____________________________________
_____________________________________
_____________________________________
Problems:
Strength to accommodate the changes in organizational policy
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Security Measures:
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Current Issue:
With respect to the IT support, what would you think the vital concern that really needs to
be solved?
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Cause of Analysis:
To improve the credibility of financial resources, production, inventory, human resources
development activities in the organization.
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Data Collection and Analysis
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Effects:
After these analysis, impact on organization
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Hence the requirement analysis is done keeping in view of internal Strengths &
Weaknesses and external Opportunities & Threats (SWOT analysis) with respect to the IT
Support to MIS.
2.6 Role and Participation
On joining at HDSU – Rahim Yar Khan and having first meeting with Col. Muneef Malik,
General Manager; I was asked to go through whole of the working of support as well as
program sections and observe analytically to come up with recommendations to
implement it, if applicable, without putting additional resources (financial, human and
logistics) in a dream to ensure optimal utilization of resources to achieve efficiency and
effectiveness on the way to achieve HDSU objectives in particular and NCHD at large.
This task is taken in spirit to work whole-heartedly. Initially, a work plan is chalked out,
enclosed as annexure, and got it approved by the GM-HDSU to work in a disciplined way.
After setting scope of work and focused on one area of performance “IT support to MIS”
efforts are documented in the shape of preparation of Fact Sheet(s) one each section
elaborating observations, working environment, prevailing situation, identification of areas
improvements and suggestions at the end; keeping in view the format of the report. After
having prepared these sheet(s), summarization is made in the form of this report while fact
sheets are taken as evidence at the end of this report. Thus, in this way, I participated in
the system.
2.7 SWOT Analysis
In pursuance of scope of the project and focused on the area “IT support to MIS”, SWOT
analysis of HDSU is done on the following parameters: -
STRENGTHS WEAKNESSES
Competitive advantages: As a layman
thinking, NCHD works as NGO but under
Timescales, deadlines and pressures:
Organizational personnel needs to absorb
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Data Collection and Analysis
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STRENGTHS WEAKNESSES
the cover of government flag. Hence the
organization has advantage to implement
its programs in delivery of social service to
the grass-root level over other NGO with
such work areas, only because of under
cover of govt. cover. The govt. lines
departments, in one way are compelled to
attempt to do things consistently, which
leads to improvement in social services
delivery. Moreover, HDSU operates in the
areas where no other govt. agency is doing
in regard to programs implemented by
NCHD.
Resources, Assets, People: The HDSU has
resources (financial, human, logistics) quite
sufficient to implement the programs
without major obstacle.
Experience, knowledge, data: In program
sections, experienced personnel are applied
in respective program sections (Health,
Education, VCD and Capacity Building).
They people are knowledgeable and come
up with verified and authenticated data on
their work areas.
Financial reserves: The organization has
no concern over continuous funding to
their programs. Recently PHDF is created
to meet with the financial needs.
Location and geographical: HDSU –
Rahim Yar Khan operates in the area where
no other govt. agency doing programs as
NCHD is implementing.
Value, Quality: Quality of work is
maintained and programs implemented by
NCHD through HDSU – Rahim Yar Khan
have value in the eyes of the beneficiaries.
Accreditations, qualifications: NCHD has
been recognized by the doner agencies like
UNDP only on the work they people have
demonstrated.
pressures of work. Deadlines to complete
the task are not fully meet.
Continuity, supply chain robustness:
Robustness in supply chain has been not
upto the mark. For example, Medicine as
committed to provide in the field, is delay
so much.
Effects on core activities: Program related
activities especially on Enrollment are
shattered due to non-availability of
information on list of encrollable children,
in time.
Reliability of data, plan predictability:
On UPE-MIS, data collected has not been
manipulated and take sufficient time to use
due unsoundness on reliability.
Morale, commitment, Coordiation:
Commitment level of some personnel is not
upto the mark and coordination level
between the section-to-section needs to be
strengthened in the interest of the
organization.
Processes and systems: UPE-MIS, H-MIS
and FIS lacks with the support of short
applications on FS/FT, Budget utilization
management, VCD on identification card
issuance process in particular.
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National Commission for Human Development, HDSU, Rahim Yar Khan
Data Collection and Analysis
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STRENGTHS WEAKNESSES
Processes, systems, IT, communications: NCHD has well versed SOPs and
guidelines to make the personnel fully
understood to meet their job obligations in
letter and spirit. The HDSU is equipped
with a system supported with IT
infrastructure and system software in order
to ensure update information system. UPE
– MIS and FIS are being utilized and HR-
MIS is under way.
Cultural, attitudinal, behavioural:
Organizational Culture, behaviour of
personal and working environment is
cordial to work with peace of mid and
motivational spirit.
Management cover, succession: Well-
reputed management cover is given to
NCHD as Chairman is advised to report to
the President of Pakistan. NCHD
Secretariat is established at Prime Minister
Secretariat. Renowned personalities of the
country are honoured as member of Board
of Directors of the organization.
OPPORTUNITIES THREATS
Technology development and innovation Through information technology revolution
there is an increasing opportunity for the
organization to strengthen their information
system to support their programs for
optimal results by the end of 2015 as
dreamed and commitment made with the
global community.
Global influences: With strong and reliable
information system with IT Support,
organization has the opportunity to exercise
healthy influence through educated human
resource.
Political and Legislative effects: As
NCHD is established under an Ordinance
passed by the President of Pakistan;
analyzing past experience, it is a strong
perception that Commission may be
dissolved in result of change in political
scenario.
IT developments: In case of non-
compliance and adoption of on going IT
technology in information system; the
Commission may go beyond the object
completion.
Vital contracts and partners: It has been
all the time of great concern by the doner
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Data Collection and Analysis
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OPPORTUNITIES THREATS
Information and research: As
organization has the close interaction with
the community; hence greater is the
opportunity of research and acquire
information to address the social issue in a
coherent way.
agencies about consistency of govt. policies
because past experience reveals that on
change of ruling party; policies are set aside
on assumption on charge by other party in
Pakistan. So, funding agencies all the time
remain vigilant about the policies about
focused programs.
Loss of key staff: Once team is shared,
work suffers a lot. On loose of key
personnel, program activities disturbs
significantly. Frequent in/out of key staff
may result in badly effect of program
objectives.
2.8 System Design & Development
In way of data collection and analysis regarding system design; the information, in lines to
IT support to MIS, is collected on storage capacity and device used therein, personnel
engaged and users, input and output taken. Here, the format on which such information is
shaped given hereunder: -
a. Human Resource:
Management: ____________________ ___
In association with: ____________________ ___
b. IT Support available:
i. Hardware:
ii. Software Application Support:
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
iii. Operating System & other Office Application Tools:
Operating System: _______________________
Office Application Tools: _______________________
_______________________
SR.
# Item with Specification Purpose
01. Computer System
03. Printer
03. Data Storage Device
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Data Collection and Analysis
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iv. Network:
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
c. Operations of the Section:
Following key assignments are performed meeting with obligations in the pursuance of
objectives of the Program.
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
In meeting with the above obligations, the nature of IT Support is available:
System Application Software Name:
_____________________________________
_____________________________________
_____________________________________
_____________________________________
_____________________________________
_____________________________________
Front-end/Backend Design Tool ____________________________________
DBMS used
_____________________________________
_____________________________________
_____________________________________
Help available:
_____________________________________
_____________________________________
_____________________________________
_____________________________________
2.9 System Implementation
Here, we are going to describe our experience on the methods used to implement the
recommendations on development of short applications to support the existing information
system on Finance and UPE in particular. Therefore, implementation of proposed system
planned to put into action through the competent authority. The recommendations on
proposal may be analyzed and presented to DPOs on respective issues highlighted
pertaining to their individual sections, GM – NCHD, Rahim Yar Khan in order to make
them fully conversant on what is actually proposed to strengthen the information system
requiring IT Support.
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National Commission for Human Development, HDSU, Rahim Yar Khan
Data Collection and Analysis
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At second step, after doing presentation at length; queries, questions are welcome and
honoured upto the entire satisfaction of all participants. Then, finally, the system is put
into practical exposure. Rapid Application Development model is suggested to use to
implement the system. [Presentation on Demand]
2.10 System Evaluation
It's difficult to design an evaluation form that could be used for all types of software.
Instead, consider developing a general form with components that deal with each type of
software: informational, instructional, and creativity. However, the existing Financial
Information System and other short software applications are evaluated on the following
lines by using the feed back from the end users, personal observation and experience.
Run without errors that disrupt program function.
Be easy to install and use.
Provide documentation to support program installation and operation.
Be compatible with the hardware, network, and system.
Provide user-friendly search capabilities that provide optimal access to information.
Provide searches in reasonable time.
Provide flexible means to navigate and search.
Incorporate principles of effective screen design including readability, legibility,
consistency, and use of functional areas.
Provide valid and complete information from reliable sources.
Sequence information in a logical order.
Allow you to vary the font size for easier reading.
Provide means of printing or downloading.
Be the best format for the information.
Easy to use and reliable information
Search Tools/options are available
Screen Design and Visual appeal
Option selection, calculation, Graphic Tools
Color Options, Spelling/Grammar
Printing Options
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Data Collection and Analysis
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Reports self generated, options/pre-defined
Further, general view is taken on the following lines for the purpose of evaluation as well
as to come up with the identification of areas need improvement and strengthening
capacity of Human Resource.
Are you well versed with SOPs/Terms of Responsibilities (TORs)?
Do you think distribution of work assignments is justified?
Job rotation plays a vital role in strengthening Human Resource. Do you agree with the
statement and love to work in other section for the sake of experience and enhance
your capabilities?
Do you have sufficient training to do your assignments effectively?
Do you need further training, especially relating to IT support?
What kind of support do you expect from your IT Section?
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Methods of Research
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3. Methods of Research
Depending on the nature of information to be gathered, different instruments are used to
conduct the assessment: forms for gathering data from official sources such as police or
school records; surveys/interviews to gather information from youth, community residents,
and others; and focus groups to elicit free-flowing perspectives.
In today’s scenario, with the revolution of Information Technology, there are number of
sophisticated, result oriented and easy to use research tools are available. Conventional
methods of research like observation, interview, personal experience and questionnaire are
best used so for. These methods have its own importance even with highly advanced tools
like Video Conference, electronic mail, net poll etc. Let us take a brief look on some of
these tools:-
3.1 Self-Administered Survey
Self-administered surveys have special strengths and weaknesses. They are useful in
describing the characteristics of large population and make large samples feasible. In one
sense, these surveys are flexible, making it possible to ask many questions on a given
topic. This also provides flexibility in the analysis of the responses. On the other hand,
standardized questionnaire items often represent the least common denominator in
assessing people’s attitudes, orientations, circumstances, and experiences.
Some advantages of the self-administered survey are:
Low Cost. Extensive training is not required to administer the survey. Processing
and analysis are usually simpler and cheaper than for other methods.
Reduction in Biasing Error. The questionnaire reduces the bias that might result
from personal characteristics of interviewers and/or their interviewing skills.
Greater Anonymity. Absence of an interviewer provides greater anonymity for
the respondent. This is especially helpful when the survey deals with sensitive
issues such as questions about involvement in a gang, because respondents are
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Methods of Research
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more likely to respond to sensitive questions when they are not face-to-face with
an interviewer.
3.2 Personal Interviews
The interview is an alternative method of collecting data. Rather than asking respondents
to fill out questionnaire, interviewers ask questions orally and record respondents’
answers. This method generally decreases the number of “do not know” and “no answer”
responses. Interviewers also provide a guard against confusing items. If a respondent has
misunderstood a question, the interviewer can clarify, thereby obtaining relevant
responses.
As noted previously, personal interviews are a good way to gather information from
community leaders, particularly those who might be unwilling or too busy (management
personnel) to complete a written survey. Some of the advantages of the personal interview
are:
Flexibility – Allows flexibility in the questioning process and allows the
interviewer to clarify terms that are unclear.
Control of the interview situation – Can ensure that the interview is conducted in
private, and respondents do not have the opportunity to consult one another before
giving their answers.
High response rate – Respondents who would not normally respond to a mail
questionnaire will often respond to a request for a personal interview.
3.3 Observation
Observation is a word that comes from the social sciences. It usually refers to the use of an
observer to record events, which can then be analyzed. To be done objectively,
observation requires a plan for making observations which includes, identifying what
behaviors are to be observed, a schedule identifying how often and when behaviors are to
be observed, a recording format for the observations, and a method for analysis.
One issues with respect to observation is the impact of the observer on the observed.
People who are being observed will often change their behaviors from what they might
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Methods of Research
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ordinarily be. For example, when a supervisor is present, personnel may work to rules. In
the absence of the supervisor, personnel may take short cuts.
3.4 Research Methods used for the Report
This report is prepared by using a mix of research methods in data collection. As internee,
I have been privileged to experience the course of work and personal observation worked
all together during the entire length of internship. In regard of getting data from the
personnel; a Fact Sheet pertaining to each section has been prepared instead of a formal
questionnaire put before them to answer. Different fact sheets are prepared with respect to
the working of the sections at HDSU in question. The fact sheet(s) is a fine blend of
information extracted through interview, putting queries to the personnel, personal
observation and experience. This source of data is treated as base line to come up with the
current issue of that particular section, problems analysis and suggesting alternative
solution, identifying strengths and weakness, recommendations for improvements and then
finally to reach the end result as per format desired by the University. The copy of each of
the fact sheet is annexed herewith for perusal of the reader.
Besides this, on the part of documentation support in way of research methods, reports
pertaining to different sections on their orientation workshops, program activities, SOPs
etc are also taken into account and sought help in order to clear the viewpoint on the
operational mechanism of different sections. The stuff taken under study is mentioned in
the reference section of this report.
In the last but not the least, as information technology is on the super highway; the web
site www.nchd.org.pk is also accessed and information is used for help not only to have
acquaintance over background of the organization but also to their projects as NCHD
people claim – The wheel of change and development.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Current Issues
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4. Current Issues
Having sessions in different section for acquaintance upon major activities and making
analysis in focusing on IT Support to prevailing MIS, we are come up with the following
current issues which needs to be addressed, section wise summarized as under. The detail
discussion can be pursued in the attached Fact Sheet(s) given at the end.
Admin & Finance Section
Admin Part: on enquiring, FAO showed his concern on the issue of vehicle management
information system. The issue is on priority of FAO to strengthen the capacity of admin
section expecting IT Services in regard of capacity building and acquiring expertise in
order to develop the short application.
Finance Part: Going through FIS, it has been observed that the system is a combination
of different individual programs like part of capital inventory management system,
payroll, budgeting, accounting conventional transaction support etc. At HDSU level, some
of the components are provided in access to the FAO on need cum basis provided training
accordingly. For example, presently, payroll is maintained and prepared at Head Office
level. Therefore, payroll preparation facility is not provided to FAO. Trial Balance,
voucher summary listing, balance sheet are included in output reports from the system.
However, Bank Reconciliation, one of the major components to run the accounting system
smoothly, is not facilitated to the extent it should be.
Budget analysis, allocation to the concerned sections and utilization all done vigilantly.
But a hand on information on management of budget utilization is missing over here.
Instead on managing it manually, software short application is needed to address the point
in concern and support on the above area.
Information Technology Section
IT section is doing well in providing technical support to associated sections. For example,
handling IT related equipment; minor troubleshooting facility at desk of the respective
section, maintenance of LAN facility at the end of each section etc. But capacity of the
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Current Issues
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personnel in respective sections on their work relating to IT related activities is not up to
the mark. IT section should perceive this point as current issue to support and make them
fully capable on Operating System, using office application tools proficiently (at least of
intermediate level) and expertise on developing short applications in concern with the
issues highlighted at their end.
Education Section
Education Section has to work on UPE, FS/FT part of UPE and Adult Literacy (now given
under the control of District Literacy Coordinator). To cover all programs in this report is
beyond the scope. Here only UPE is apparently taken into focus and documented the issue
of vital concern in regard to IT support at surface level. We all agree that UPE program
desperately needs IT support on developing such information system that helps on solving
the following major identified problems so that the objective drawn on this program be
achieved in letter and spirit.
Need to curtail Children Drop out ratio after having enrolled in the school
Need to provide list(s) of enrollable children well before admission session
commences to ensure 100% enrollment of children in the school
Need to find out convenient track and trace system for child left over from one
school and joined other one or the situation may be.
As said, UPE is a vast program; here only surface area of this program is covered. UPE-
MIS, as we perceive, has to deal with the data focused on the child at length whereas
management information system on field staff (SO, MC, FT/FS etc) are left on the part of
DPO(E). An up-to-date and solid application on monitoring, evaluating and analysis of
progress of such field staff is required to associate with the main UPE-MIS. Education
Section needs IT Support to develop short applications in order to meet with the realistic
interpretation of the matter.
Health Section
There are number of activities performed in Health Section i.e. planning, implementation,
monitoring or special emphasis on some focused assignments like ORS campaign etc.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Current Issues
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Here only MIS related to IT focused activities (MPR and Epi Info 6.04c baseline data
entry) is taken into account.
We understand, in preparation, consolidation/compilation of MPRs received from eight
sub areas; IT support is very much required to improve the skills of Health MIS in
performing this activity in dream to good time management and efficient use of resources.
Volunteerism & Community Development Section
VCD Section needs assistance of IT Section to address the following issues in concern.
Development and maintenance of a database application for management of record of
Registered Volunteers in operational area i.e. Track and Trace System of Volunteers.
IT Support on preparation and issuing of Computerized Identification Card(s) to
Registered Volunteers
Training on maintaining/development a short database application and to those
ADPOs who have inadequate knowledge on using the office application software.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Causes of Analysis
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5. Causes of Analysis
With reference to the currents issues listed in previous discussed; here, causes of analysis
are drawn in regard to improve the credibility of financial resources, and human resources
development activities in respective section. Section wise analysis is given as under
whereas detail discussion is left with the attached Fact Sheet(s): -
F&A Section
Admin Part: In handling of currently available fleet of vehicles, expected to increase in
near future; there is need to manage the human resource (especially drivers) for efficient
utilization and: -
To utilize the financial resources on fuel expenditure (on acquiring of scare
resources) more effectively
Need for effective analysis to hold the responsible accountable on logbook
obligations
Finance Part: In order to reflect a clear picture at the time of voucher preparation,
approving payment and preparing cheque(s); budget utilization information make the
accounting system more transparent especially payments in absence of Pre-Audit Payment
System as is the case at HDSU level. Since, here, Post-Audit Payment System prevails;
this would be beneficial to adopt such practices.
IT – Section
It is observed that some personnel lack desired level of efficiency while using the
computer application tools. First, they prepare the desired stuff manually and then put to
the application software to get the work composed through the equipment. The capacity of
copy/pasting techniques cannot fulfill the requirements. Besides this, they people are not
fully aware of using the operating system. For example, some personnel are unable to
conceive the page set up under office application tools properly results to which wastage
of resources (paper, toner, time etc) .IT section should keep on eye and analyze the
situation not only to keep these personnel satisfied over their queries but also to help them
to get the assignments completed effectively and efficiently with good time management.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Causes of Analysis
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Education Section
UPE program has a serious concern on dropout ratio (about 50%). Without having
updated, timely available, concrete information system there is difficult to enjoy
satisfaction level of achieving 100% enrollment of children between age of 5 – 7 years
currently showing 50% dropout (on overall estimation).
To apply measures to cut down the dropout ratio, alongwith other strategies, IT support is
required to get hands on information to analyze the situation in depth. UPE Register is
maintained manually at each UPE primary school level and same is the case with Feeder
School. Imagine the fruit, once sound and verified data collection is put to a database and
replacing/support the manual mechanism; the output through such information
(Computerized List) will not only equip with the list of enrolled children but with the list
of those children come to eligible to enroll well before the admission session commences.
If this time consuming effort is accomplished through IT support; the rest of the work e.g.
implementation, monitoring and tangible measures to minimize the dropout ration can get
effective human resource utilization at the end. At HDSU level, with such information
system short applications in maintaining information on SO/FT is required to make the
task comfortable for DPO(E) and more concentration on major objectives.
Health Section
On the task in focus, manual data entry is put for reports of each sub areas (15
reports for each sub area) towards compilation of MPR. This leads to extra effort
put by human resource.
It is also observed, some times, manual calculation is done for having effect, on
eight sub-total(s) of individual reports, in one cell of compiled report format.
VCD – Section
VCD Section does as supportive role to Health and Education program sections to make
things easy for them strengthening participatory development approach. Imagine, if no
proper record management (database) is established; the VCD may be in a fix on desired
information for decision making in selection of most suitable person on the required task.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Causes of Analysis
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Presently, the time consumed on maintaining the record by utilizing the inappropriate
application tool disturbs the effectiveness on sound decision-making and exercises
unhealthy influence towards meeting other assignments within stipulated period of time.
Secondly, at present, due to inappropriate use of application tool on record management of
Registered Volunteers results in unutilized information for preparation of Computerized
Identification Cards. They people are doing the task manually. A bulk of cards to issue is
left to complete. On pursuance of the registered volunteers; they issue the card accordingly
putting particulars on the card by hand.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Effects after Analysis
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6. Effects after Analysis
After having current issues(s) in focus and analysis on it; in this section we discuss the
effects on identified issues and see the impact therein. The Section wise discussion is
summarized as under: -
Finance and Admin Section: As the section has to perform on two extremes:
Finance and Admin; therefore, in sequence of previous discussion and issues
identified on each end, here, effects are taken accordingly: -
On Admin Part: focusing on the support of IT to MIS, Vehicle
Management Information System exercises the effect: -
Human resource specially drivers lack required level of efficiency
With good time management for provision of logistic support can be
ensured
Person responsible in handling the vehicle can be held accountable
Lacking information system helpful in solving of physical
maintenance problems resulting to which increase in life efficiency of
the vehicle.
Track record of vehicles can be maintained of the vehicle
Sound decision-making can be made on occurring maintenance
expenditures etc
On Finance part: With good budget utilization information system, Post-
Audit Payment System activities would be strengthen and Bank
Reconciliation activity will leave chances to complete in hassle and bustle.
Education Section: As organization acts as Wheel to Social Change and
Development under their Education program, the solution to the issue in concern
will exercise a healthy influence on part of achievements, effective human,
financial resources utilization and help the task easy in services delivery to
empower the community, govt. lines departments at District and Tehsil level. The
solution to such problem will enforce lines departments’ personnel in discharging
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Effects after Analysis
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their responsibilities effectively and be more focused to this noble cause –
Education For All.
Health Section: In regard to issue highlighted in previous section i.e. Monthly
Progress Reports preparation; the effect is analyzed in the following points: -
Efficiency and effectiveness on part of this task shatters the degree of
performance in result to which productivity level decreases.
It is also observed that after having laborious work done on manual feeding for
each and every cell except figures on total; worksheet(s) are imported to Word
just for taking hardcopy. This shows not fully conversant on the Page Setup
mechanism of EXCEL.
VCD – Section: In view of cause of analysis, the current situation exercises the
following impact on performance of the section, visualized in the following
points:-
Data on registered volunteers remains inconsistent to utilize for multiple
purposes. Even simple analysis cannot be taken by utilizing the current tool.
Delay in process of issuance of Identification Cards exercises an unhealthy
influence on the performance of the section.
Lack with the desired level of skills results in consumption of time more than
the desired to complete a specific task.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Problem Analysis
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7. Problem Analysis
Issue wise problem analysis is taken with respect to the time frame, political, economical,
reforms by government and global changes.
Admin Part: So as Vehicle MIS is concerned, scare energy resources in the
changing scenario keeping in view on global issues and world economy; has
exercised a lasting impact to adjust our homeland policies. Every country is in
search of getting innovative energy resources not only for expansion needs but also
for survival to certain extent. Long and short, there is a desperate need to manage
and effective utilization of energy resources and to curtail the expense as much as
possible.
Finance Part: As for as management of budget utilization information is concerned;
this practice will minimize the chances of error, provide input to the reconciliation
activity and enhance the credibility of accounting transactions. Moreover, it will
exercise a healthy influence on the doner in general and enhances worth in the eyes
of the Post-Audit Team or External Auditors in performing activities at their end.
Having such support, Bank reconciliation tasks would be eased in case of
expansion of programs/transactions and future requirements.
Education: Timely solution to the problem in concern matters a lot and needs to be
taken on priority. Since NCHD has launched the UPE Program, period of about 2 –
years has elapsed. The HDSU in focus has achieved 86% enrollment rate whereas
estimated dropout is 50% (based on overall estimation). On having close look at
the statistics, timely solution would save from the real damage. Such information
system is needed not only to fulfill the requirements on implementation,
monitoring and evaluation of the program activities but also helpful in meeting
with the global challenges as commitment made by government on world forum
towards meeting 100% literacy rate by the end of 2015.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Result
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8. Result
In this section, we will highlight the over all perception about the activities being
performed in relation with IT support and the course of work done during the internship
briefing(s).
Finance & Admin Section: In respect Admin part, generally speaking, the
briefing and conduct has been excellent in a friendly environment. FAO shared the
information to the extent of level he desired to share. I tried to probe into the
activities in function and understand assignments are performed in observance of
SOPs. Whereas having observation in F&A Section, Overall working is
satisfactory. However, there is always room for improvement. If slight adjustments
are made; reliability, validity and efficiency can be increase in the scenario of Post-
Audit Payment System at HDSU level.
Education Section: is doing at their level best in lines with targets set to
achieve. But they people are also concerned on dropout figures even measures are
taken as per training manual guidelines. The coordination level with lines
departments and among the team members is admirable. They people are united as
team. The positive aspect is that they are committed to do the assignments
perceiving as noble cause to make people literate and delivering quality education
comes under definition by NCHD.
Health Section: Work is done any way; but not effectively in use of IT Support
applied. The personnel lacks of Training to use the tool at intermediate/advance
level. However, at beginning level, it is done well.
Volunteerism & Community Development: team is very much dedicated
and determined to do work utilizing best of their efforts in meeting with the
responsibilities. They people are desperately looking for support from IT Section
for assistance to solve their genuine problems. They coordinate and assist each
other on assignments. They welcome queries, volunteers, and visitors to their
section with open heart and always in attempt to motivate, satisfied on the
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Result
Roll # L – 519679, MBA-IT Program, Session 2002 - 04
29
observations towards this noble cause. I am of the view that IT Section requires
formal request from VCD people. Whereas VCD section dreams that IT Section is
analyzing the situation and would come to their door step to assist them as IT
Section is fully aware of the need in result of scheduled meetings, informal
discussions between sections etc.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Solution Criteria
Roll # L – 519679, MBA-IT Program, Session 2002 - 04
30
9. Solution Criteria
In connection with the current issue(s) taken from different sections, problems identified,
doing analysis on causes, showing effect of it and problem analysis; here, some points on
alternative solutions are discussed to solve the issue(s) in focus.
Admin and Finance Section: Part: different solutions are suggested as
follows to solve the issues in concern.
The best solution is to develop requirement base vehicle management
information system as analyzed to meet with the objectives of sectional
head in regard to the guidelines.
Quick short application can be developed with MS-ACCESS having
expertise of IT Section.
MS-EXCEL can effectively be used not to the extent of Average Analysis
on Fuel Consumption of vehicle but other functions to meet the above
requirements.
Manual Budget utilization Register can be maintained.
This information may be part of FIS.
For Bank reconciliation activity; FIS be enhanced to desired level of
information.
In Education Section: Obviously and as discussed so for, UPE-MIS is the
best solution on tracking and tracing of child. This information system contains the
database of children of 0 – 9 years age of the focused area. The system is
developed using tool Oracle 11i for both back-end and front-end interface. The
software is passing through necessary checks and to ensure the consistency on
database. Partially, the system is under commissioning at different HDSU level.
Rahim Yar Khan being the largest target district is getting time to launch due to
heavy database records.
Secondly, incomplete short applications on MIS relating to SOs, SCMs, FT
should be developed with a serious concern to integrate with UPE-MIS for
effective utilization.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Solution Criteria
Roll # L – 519679, MBA-IT Program, Session 2002 - 04
31
Thirdly, alongwith capacity building of Education Section, IT Section
should take steps to extend their expertise to Education Department at
District level so that they people be able to adopt the effective information
system to manage the work in lines with the object. The sincere efforts are
required at both ends to curtail the dropout ratio having serious concern. IT
Section may help the Education personnel in local government setup to
make their analysis and reporting system reliable and up-to-the standard.
MIS on short applications can be developed or IT Section can help them to
utilize applications tools (EXCE, MS-ACCESS) for the purpose to
associate the strength of measures with NCHD activities.
Health Section: to solve the problem in question, the solution is suggested
using the tool EXCEL; District Monthly Progress Report can be prepared and
compiled in quick possible time following the steps as elaborated at length in the
attached Fact Sheet on Health Section. These steps are given in brief. A
presentation/demonstration can be performed, if required.
VCD Section: in order to solve the problem in focus, list of following solution(s)
are suggested: -
Incomplete application software initiated by the IT Section should be
developed and implemented so that the database is managed on registered
volunteers.
In order to handle record on estimated database of 5000 registered
volunteers, short application may be developed by taking necessary
attributes of Volunteer Registration Form in MS-ACCESS expecting the
output on following objectives: -
o Extraction/analysis of volunteers at District, Tehsil, Union Council
and Village level separately
o Extraction of record on the area of interest of volunteer
o Types of report(s) necessary to meet the requirements as analyzed
by ADPOs and VCD Section to meet the time-to-time requirements
of Head Office.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Solution Criteria
Roll # L – 519679, MBA-IT Program, Session 2002 - 04
32
o Export of Data to be utilized for Identification Cards or Facility of
Computerized Card issuance using the same application tool.
o Issuance of thanks/acknowledgement/motivation letters to the
volunteer, his/her parents/guardian.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Recommendations
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33
10. Recommendations
Here the most appropriate solution by means of objective analysis among the different
alternative with financial implications is picked from the suggestions in concern of
different sections proposed in the previous discussion: -
Admin Part: At this point in time, to go with the first option is beyond the level
of IT Section even or unless Head Office assigns the responsibility to IT Section.
Short application using MS-ACCESS can be developed within quick time to have
a close look in lines with the objective in question. No additional financial
resources are involved therein. IT Section can support and guide FAO in
developing such application.
Finance Part: The management of budget utilization information system
would be appropriate to address both concerns in focus. Development of a short
software application would be appropriate for the purpose. The support from IT
Section can be sought. Sketch of rough output is draws here as under: -
Payment voucher should bear the following information: -
Working Code # _______________
Budget Allocated _______________
Amount utilized prior this bill _______________
This Bill _______________
Total Utilized _______________
Balance available _______________
Initial _______________________________________
Education: There is no way except to exercise all the steps as recommended in
previous section to get problem solved as discussed at length in regard to objective
analysis.
Title of A/C _______________________ Working Code # _________________
Budget Allocation: __________________________________________________
Voucher
# Payment Made to This Bill Total Utilized
Balance
Available
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Recommendations
Roll # L – 519679, MBA-IT Program, Session 2002 - 04
34
Health Section: The solution suggested in the previous section would be the
best choice to exercise in the prevailing situation and most appropriate for the
reasons: -
No changes are required in the current available infrastructure/resources
(financial, human and technical).
It is all the time cost effective. Only expertise from IT Section is required to
accomplish the task and make the personnel i.e. Health – MIS fully skilled
on getting the steps performed as detailed in the Fact Sheet on Health
Section.
VCD – Section: First the software application system developed by DITO
should be reviewed and efforts should be made to complete it so that fruitful
results be taken from it. However, in my opinion, best solution to the problem is to
go with the second option stated in previous discussion. A short application needs
less time to complete and set in operation at compared to the first one system
developed in Oracle. Over 5000 records is not a difficult task to handle in MS-
ACCESS. If IT Section extends its support to build the capacity of ADOs/DPO
(who are interested to learn skills); it will be more beneficial not only to get the
problem solved but maximum task would be in the hands of VCD people and only
facilitation be left on the part of DITO to meet with the realistic interpretation.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Benefits
Roll # L – 519679, MBA-IT Program, Session 2002 - 04
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11. Benefits
Here, we list the advantages on exercising the recommendations given in the previous
section, in lines with the organizational objectives analysis in sequence of discussion so
far in solving the identified problems on concerned issues in each section at HDSU level
with respect to IT support to MIS: -
Admin & Finance Section
In context with the section in focus, applying the possible recommendation on the problem
in question; the section will enjoy the following benefits: -
Admin Part Finance Part
Maintenance of logbook will be done in
a coherent way
Vehicle maintenance analysis will be
more precise
Tracking and Tracing of vehicle fleet
will be fast.
Voucher Preparation would get an
additional support
Payment credibility would be
strengthened
Post-Payment Audit activity would get
a hand on support to accomplish easily.
Chances of errors will be minimized
The Information will support Bank
Reconciliation task.
Education Section
The analysis mechanism will be strengthened. The reporting will be accurate and fast.
On reliable analysis, decision-making will be sound and more effective to apply.
List on Children coming eligible to enroll will be available well before the session
commences.
The full fledge information system will help to control the dropout ratio.
This system will be helpful in addressing the issues as discussed earlier.
Health Section
It would save from laborious work of data entry for worksheet(s) on different eight sub
areas.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Benefits
Roll # L – 519679, MBA-IT Program, Session 2002 - 04
36
Verification on compilation of reports would be easy.
Reports will be passed on to Head Office in quick possible time for doing necessary
action at their end.
The effort/time saved from this activity may be consumed on other focused work.
Volunteerism & Community Development Section
Definitely, VCD would be handy access to the most suitable volunteer on the specified
task.
To go with the recommend option not only builds the capacity of the VCD personnel
to get solution on the problem in question but also they people would be able to
develop a short application on personnel management of SCMs.
In case, Computerized preparation facility is not put in the proposed Volunteers Track
and Trace System; VCD can use the database in import in other application software
e.g. WORD utilizing the option of merge printing with having format of desired Card
to get a printout over here or other short application may developed.
Surely, following the recommended criteria would enough time and other resources
leading to improvement in performance and disposing off the assignments effectively
and efficiently.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Weaknesses
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12. Weaknesses
There is always room for improvement. Here, we are giving some points on flaws, as we
observed during the activities in different departments. It is pertinent to mention here that
points given hereunder are based on personal observation. It is not necessary for the reader
to agree with the points in letter and spirit.
Admin & Finance Section: In regard to IT, personnel working in different
sections are lack with the desired level of training on their assignments specially
using the available IT infrastructure.
Education Section: no major weakness is observed in working of Education
Section. However, for effective utilization of human resource with good time
management, they people lack with training to some advance level for
development of short applications using Excel, MS-ACCESS, MS-Project etc. as
they effectively plan and want to do.
In Health Section, no significant weakness is observed towards coordination,
motivation and teamwork progress. However, there is always room for
improvement. All the time, we are in learning process.
VCD Section: For a couple of month at HDSU, it has been observed that VCD
people has been in uncertainty about the fate of the Section conceiving
rumors/facts from different sources about close/dissolution of the section. So, in
this sort of situation, performance and commitment level to work with heart and
soul definitely decreases.
Generally, NCHD people are committed and self-motivated to work in the best interest of
the organization. In respective sections, they are successful in building teamwork scenario
but section-to-section wise lack desired level of coordination binding them as Team Unit.
Some times, it seems one section creating trouble to other section irrespect of helping to
getting work done in focus.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Suggestions for Improvements
Roll # L – 519679, MBA-IT Program, Session 2002 - 04
38
13. Suggestions for Improvements
On above areas, here we scrutinize some suggestions to improve weaknesses, as
mentioned at Serial # 12, for further improvements: -
Admin & Finance: IT Section should come forward to train the personnel at
least on office application tools to use effectively rather than open/close/cut/past
application and like that. The personnel should be trained on using different
functions relating to specific job assignments. This objective can be fulfilled
following “on the job training methods” rather than conducting formal training
workshops in Training Halls(s) etc providing all logistics over there.
IT Section: In the present situation, keeping in view the financial resources as
well; IT section should be actively involved in software application support rather
than general support. As IT section is supposed to take backup(s) on FIS, therefore,
IT Section should have the control of currently available MIS program on Finance
i.e. FIS at the server end. Finance section should only have the privilege to feed
data.
General Support matters like maintenance of equipment not directly related
to the computer hardware should be left on the part of Admin Section.
Utilizing the present infrastructure, real move should be initiated by IT
Section to work on short software applications to help other sections e.g.
Personnel Management System in way of HR – MIS etc.
IT section is using Windows – XP as operating system. Although this
version is user friendly but comes at the second stage as for as security
matters and bugs are concerned. The use of Windows NT Professional
2000 version(s) for server and client respectively keep the system on safer
side. We are of the view that the existing pirated operating system be
replaced with the licensed Windows NT family.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Suggestions for Improvements
Roll # L – 519679, MBA-IT Program, Session 2002 - 04
39
The computer use policy should be enforced by IT Section in order to make
the personnel fully aware of their limitations for smooth function of the
equipment and minimize the chances of trouble shooting.
For Education Section: IT Section should come forward to play its role and
provide expertise on using wizard utilities to generate quick short applications for
manipulation of data as how effective they want to be. This may be done by
extending coordination by IT personnel in the supreme interest of the organization.
In Health Section: getting support from IT Section, the personnel in the
Section with sound knowledge and expertise in relation to IT matter should come
forward to help and facilitate the personnel in need of desired level of skills in
order to improve the efficiency level in the best interest of the organization.
VCD Section: Organization should take quick and timely decision in order to
avoid such sort of situation as identified in previous discussion. Either the decision
is favorable or unfavorable; it should be taken timely without creating uncertainty.
It not only affects directly to the personnel but also shakes the confidence of other
associated stakeholders. Now VCD is out of such danger and is on track to work
zeal and zest.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Conclusion
Roll # L – 519679, MBA-IT Program, Session 2002 - 04
40
14. Conclusion
We hereby sum up the report on the following points: -
In Admin and Finance Section, work is being done satisfactorily. Definitely, HR-
MIS, FIS with more integrated components, solution over the problems in
question, and capacity building on developing short applications for effective use
of computer hardware/software would strengthen human resources in meeting with
the obligations of support section(s) in general; and provide tonic to program
sections in fulfilling their needs in view of HDSU objectives in general.
Presently, IT Section has extended its support on General areas (Equipment
handling, repair/maintenance of hardware and software etc) but no concrete
support in terms of application except of taking backup(s) of data on application(s)
software and troubleshooting. On the part of IT Section, coordination level needs
to be improved to catch admirable feelings of personnel regarding IT Section as
solution provider. Initiating draft of “Computer Use Policy” is appreciable. It needs
to be refined and applied with the objective to provide connivance instead of
creating problems. IT Section should take a step ahead to motivate and conduct
informal/formal trainings on need assessment basis of the personnel in view of
requirement of sectional heads.
Here, I would also like to say that DITO needs to improve coordination level
because it has been observed strongly by other sections that sometimes DITO
creates problems for them instead of facilitating on the issues in focus.
On the part of Education Section: They people are doing work with commitment
and great zeal and zest in pursuance of prime objective to enroll every eligible
child in school under their operational area. They are taking some concrete steps at
HDSU level to strengthen their information system to handle the dropout ratio
specifically. They work as team and coordination level is upto the mark. IT Section
should help DPO(E) in acquiring skills on MS-Project and MS-ACCESS
specifically.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
Conclusion
Roll # L – 519679, MBA-IT Program, Session 2002 - 04
41
Health Section: In regard to IT activities, Epi Info is being used only to record
baseline data, done satisfactorily. On preparing MPRs, using EXCEL, the
personnel (HMIS) needs training to perform work with good time management.
Coordination and conduct with other sections is splendid. They people work as
team work and sound motivation.
In VCD Section: with respect to problem in question, IT Section as immediate
support, has great responsibility to come forward and initiate informal discussion
with VCD people with the motto to provide services at their door step in the larger
interest of the HDSU and ultimately towards achievement of NCHD goals as
dreamed.
Internship Report on IT Support to MIS
National Commission for Human Development, HDSU, Rahim Yar Khan
References
Roll # L – 519679, MBA-IT Program, Session 2002 - 04
42
References
Progress Report, (2004) Progress Report, August – 2002 to August - 2004,
National Commission for Human Development, Islamabad
Workshop Report, (2004) Report on DITOs’ Orientation Workshop, February 17-19,
2004, Conducted by IT Department, NCHD, Islamabad;
written by Ms. Tayyaba Naz, DITO- Rahim Yar Khan
Manual – UPE, (2002) Universal Primary Education Program, 100% Enrollment
Campaign for Children between the ages 5 – 7 years,
NCHD, Ministry of Education, Govt. of Pakistan.
Training Material, (2005) Training Material on Epi Info 6.04, Software on Health
Issues, Workshop, April 28 – 29, 2005, Conducted by IT
Section, by Ms. Tayyaba Naz, DITO- Rahim Yar Khan
Manual on VCD, (2002) Information/Training Manual on Volunteerism Program,
NCHD, Head Office, Prime Minister Secretariat, Block –
D, Level – 2, Constitution Avenue, Islamabad – Pakistan.
"Introduction"
URL: http://nchd.org.pk/ws
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page i
Finance & Admin Section
Introduction Alongwith the IT Section, F&A (Finance & Admin) Section acts as support unit at each HDSU level in order to facilitate the program sections regarding financial matters and maintaining general administrative activities. The key responsibilities of the section includes: processing all sorts of necessary payments meeting day-to-day expenses of general and on program section(s) activities, ensuring provision of logistics of general nature (furniture/fixture maintenance, office utilities, general supplies etc). The Section is supervised by the Incharge given designation FAO (Finance & Admin Officer). Overall performance on activities of the section is taken into account and approvals, immediate instructions passed by the General Manager at HDSU. In the absence of the General Manager, FAO acts as Acting GM. He/She meets with the responsibilities assigned to GM in addition to his/her present assignments and exercises the powers delegated to GM as per policy/rules and regulations.
a. Human Resource:
Management: Finance & Admin Officer (FAO) 01
In Association with: Finance Assistant 01
Admin Assistant 01
b. IT Support available:
ii. Hardware Support:
ii. Software Application Support:
Application software FIS (Finance Information System) is available in the section to get
work done on different types of financial activities.
v. Operating System & other Office Application Tools:
Operating System: Windows – XP
Office Application Tools: MS-OFFICE 2000
Adobe Acrobat Reader
InPage etc
SR.
# Item with Specification Purpose
01.
Computer System
(NCHD-Finance )
2.4 GHz, P-IV
Mainly used for FIS (Finance Information System) treated
as Server in the section, as client liked with IT Section on
LAN. The system is under operation of FAO
02.
Computer System
(NCHD-Finance2)
2.4 GHz, P-IV
Treated as client with above designated server and also
attached with IT Section on LAN. The system is used for
support on different assignments undertaken by F&A
Section.
03. Printer
No Printer is available in the section. However, hard copy is
taken using the shared printer in IT Section, as and when
required
03. Data Storage Device HDD 60 GB for each computer system, Flash Drive (on
Demand), FDD 3.5”, CD-R/W
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page ii
iv. Network:
The section is utilizing the facilities of LAN sharing printer, internet and e-mail utility
with the support of IT Section. Besides this, computers available in the section are also
building LAN between them, as FIS is controlled and maintained by A&F Section alone.
In this regard, IT Section has no significant contribution except to provide them expertise
on data backup requirements.
c. Operations of A&F Section:
As the name of the section depicts, the operations are divided into two categories:
i. Admin Related Operations:
Following key assignments are performed to meet with Admin obligations in day to day
affairs to run the business at HDSU level.
1. Maintaining Parallel record of Personal Files
2. Maintaining leave record of employees at HDSU
3. Securitization and Procurement of non-capital items (Stationary, General
Services need items from the local market)
4. Arrangement of Meetings (ensuring logistic support, boarding and lodging of
participants etc)
5. Maintenance and Repair of General Services items
6. Inventory Management of fixed assets at HDSU
7. Vehicle Maintenance and Logbook preparation as per directions of Head Office
8. Utility Bills Payments (Telephone, Gas, Electricity, Wasa etc)
9. Any other assignment entrusted to the Section.
In meeting with the above obligations, the nature of IT Support is available:
System/Application Software Name: Currently, no HR-MIS, PMIS, is available to
support the section. Mostly work is done
using the Office Application tools available
in MS-OFFICE particularly Excel and
Word.
Requirement Analysis: Nature of the job suggests office application
tools are sufficient to support the on going
activities in admin section.
Why it is being used? To get work done with efficient use of
resources time, cost and specifications
required therein.
Are user needs fulfilled? Yes, the user needs are fulfilled to the
desired level perceived.
Are organizational needs are fulfilled? Yes to the extent of work is done anyway.
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page iii
End Result:
- Free of ambiguity The tool is itself free of ambiguity and user
friendly
- Easily understandable The keys and function are easily
understandable and user can enjoy with
hands on experience to it subject to the level
of skills attained.
Performance Analysis:
Types of Reports generated:
Leave Record Summary Report
Reports on Vehicle fuel consumption
and analysis purpose
General Correspondence letters
Inventory control reports
Reports on Personal Calls list
Summary of Utility bills etc
Other reports necessary to meet the
obligations under SOPs and guidelines
of Head Office.
Are reports are generated automatically?
- On vehicle usage (Rented/Organization’s
owned): Reports are prepared in Excel
applying basic formulas like average/sum
to analyze the performance of vehicle
only on fuel consumption component.
- On assignment basis, the choice of tool
(Excel or Word) is selected and then put
the planned format typed to get the work
done.
- Mostly, the reports are generated using
maximum human effort while tool is used
upto the level of capability of individual
person for using the tool. Hence in the
current scenario, partially reports are
generated manually and rest of the work is
left to Machine.
Problems:
Strength to accommodate the changes in organizational policy:
As no management information system is used on the part of Admin section; therefore,
time-to-time assignments are tried to complete using Word and Excel. On some special
assignments with change in format already in practice leaves no significant problem to
accommodate as it is perceived to be done using above mentioned tools.
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page iv
Security Measures:
As such on the document level, it has been observed no protection in regard to
confidentiality concern. However, the personnel assigned with the system is responsible
and supposed to apply security measures (Password or meeting with the domain
obligations in regard to LAN) at their own end; and it is done well.
- Current Issue
With respect to the IT support, what would you think the vital concern that really needs to be
solved?
On enquiring, FAO showed his concern on the issue of vehicle management system. The issue is
on priority of FAO to strengthen the capacity of admin section expecting IT Services in regard of
capacity building and acquiring expertise in order to develop the short application.
- Cause of Analysis:
To improve the credibility of financial resources, production, inventory, human resources
development activities in the organization.
- To utilize the financial resources on fuel expenditure (on acquiring of scare resources)
more effectively
- In handling of currently available fleet of vehicles, expected to increase in near future;
there is need to manage the human resource (especially drivers) for efficient utilization.
- Need for effective analysis to hold the responsible accountable on logbook obligations
- Effects:
After these analysis, impact on organization
Having solved this problem: -
o Human resource specially drivers can effectively be utilized
o With good time management for provision of logistic support can be ensured
o Person responsible in handling the vehicle can be held accountable
o System can be helpful in solving of physical maintenance problems resulting to which
increase in life efficiency of the vehicle.
o Track record of vehicles can be maintained of the vehicle
o Sound decision making can be made on occurring maintenance expenditures etc
- Problem Analysis:
Time frame analysis, political, economical, reforms by government, change in policy, global
challenges etc.
Obviously, scare energy resources and the changing scenario on global issues and world economy;
has exercised a lasting impact to adjust our homeland policies. Every country is in search of
getting innovative energy resources not only for expansion needs but also for survival to certain
extent. Long and short, there is a desperate need to manage and effective utilization of energy
resources and to curtail the expense as much as possible.
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page v
- Result
Overall your perception about concerning activity which you have done
Generally speaking, the briefing and conduct has been excellent in a friendly environment. FAO
shared the information to the extent of level he desired to share. I tried to probe into the activities
in function and understand assignments are performed in observance of SOPs.
- Solution Criteria
Make different alternative solutions ad prepare a comprehensive criterion resolve the particular
problem
- The best solution is to develop requirement base vehicle management information system
as analyzed to meet with the objectives of sectional head in regard to the guidelines.
- Quick short application can be developed with MS-ACCESS having expertise of IT
Section.
- MS-EXCEL can effectively be used not to the extent of Average Analysis on Fuel
Consumption of vehicle but other functions to meet the above requirements.
- Possible solution/Recommendations
Choose most appropriate solutions by means of objective analysis among the different alternative
with financial implications
- At this point in time, to go with the first option is beyond the level of IT Section even or
unless Head Office assigns the responsibility to IT Section.
- Short application using MS-ACCESS can be developed within quick time to have a close
look in lines with the objective in question. No additional financial resources are involved
therein. IT Section can support and guide FAO in developing such application.
- Benefits
Advantages of your recommendations for the organizational objectives analysis with no sweeping
statements
In context with the section in focus, applying the possible recommendation on the problem in
question; the section will enjoy the following benefits: -
- Maintenance of logbook will be done in a coherent way
- Vehicle maintenance analysis will be more precise
- Tracking and Tracing of vehicle fleet will be fast.
ii. Finance Related Operations:
Following key assignments are performed meeting with financial obligations in the day to
day affairs to run the business at HDSU level.
1. Preparation of Activity based/zero based budgeting and Budget Analysis
2. TA/DA, Medical Expense Payments
3. Payments to Vendor(s) on purchase of stationary items, office equipment and
Electric Installations etc
4. Payments against Medical Expenses.
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page vi
5. Payments against fuel consumption, maintenance of vehicle, rented vehicles etc
6. Program wise, activity based payments etc.
In meeting with the above obligations, the nature of IT Support is available:
System Application Software Name: Finance Information System (FIS)
Front end Design Tool Visual Basic
Backend Design Tool SQL Server
Approach used to develop the system Object Oriented
DBMS used SQL Server Database
Help available Working Code Help is available
Data Dictionary maintained System is got developed from a third party
hiring consultancy at Head Office Level.
The task is left on the part of the company
developed the system.
Requirement Analysis:
Why it is being used?
To perform accounting transaction
accurate, transparent ensuring free of
error
To ensure accounting system
transparent
For efficient use of financial and
economic resources
For decision making on different aspect
in relation with the organizational
objective.
Are user needs fulfilled? FIS is a combination of different
components relating to accounting utilities.
The privilege provided at HDSU level are
being utilized effectively at full swing and
requirements at HDSU level are fulfilled as
per guidelines of Head Office.
Are organizational needs are fulfilled? Organizational needs are fulfilled to the
extent of Head Office desires to get
accomplished at HDSU level through the
system
Is it recognizable compatible with the system available at other HDSU?
It is very much compatible with the system as prevails at other HDSUs operated on the
same set of SOPs as at HDSU, Rahim Yar Khan.
End Result:
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page vii
- Free of ambiguity The system is free of ambiguity operated on sound
grounds.
- Easily understandable Once training is provided; then easy to understand to
work. If the user feels any difficulty then IT
Department at Head Office provides guidance.
Performance Analysis:
Types of Reports generated:
Trial Balance/Income Statement/Balance Sheet
Program-wise Reports
Area-wise Reports
Working Code wise (As Account Chart) Reports
Doner-wise Reports
Location wise Reports
Gender wise Reports
Sector Education/Health wise Reports etc
Are reports generated automatically? Yes, the reports are generated automatically
using the wizard type pull-down menu options
Problems:
Strength to accommodate the changes in organizational policy
Yes, the system is so integrated to accommodate significant changes in major policy of
the organization. For such purpose Accounting Chart (Working Code) are designed to
account for the changes. This enhances the life of the software.
Security Measures:
System password is also applied there. Further, data field constraints are applied
successfully to tackle any inadvertently chances of fault as well as to ensure the data
consistency. Computer use policy is drafted enforcing measures to hold the personnel
accountable for misuse of password etc.
- Current Issue
With respect to the IT support, what would you think the vital concern that really needs to be
solved?
Going through FIS, it has been observed that the system is a combination of different
individual programs like part of capital inventory management system, payroll,
budgeting, accounting conventional transaction support etc. At HDSU level, some of the
components are provided in access to the FAO on need cum basis given training
accordingly. For example, presently, payroll is maintained and prepared at Head Office
level. Therefore, payroll preparation facility is not provided to FAO. Trial Balance,
voucher summary listing, balance sheet are included in output reports from the system.
However, Bank Reconciliation, one of the major components to run the accounting
system smoothly, is not facilitated to the extent it should be.
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page viii
Budget analysis, allocation to the concerned sections and utilization all done vigilantly.
But a hand on information on management of budget utilization is missing over here.
Instead on managing it manually, software short application is needed to address the
point in concern and support on the above area.
- Cause of Analysis:
To improve the credibility of financial resources, production, inventory, human resources
development activities in the organization.
Definitely, in time Bank Reconciliation exercises a healthy influence on organization’s
accounting system. Keeping always financial resources in focus, a transparent accounting
system enhances the human resource capability, organization’s credibility and improves
service delivery especially to support program section in lines with NCHD objectives.
In order to reflect a clear picture at the time of voucher preparation, approving payment
and preparing cheque(s); budget utilization information make the accounting system
more transparent especially payments in absence of Pre-Audit Payment System as is the
case at HDSU level. Since, here, Post-Audit Payment System prevails; this would be
beneficial to adopt such practices.
- Effects:
After these analysis, impact on organization
Pre-Audit Payment System would be strengthen
Bank Reconciliation activity will leave chances to complete in hassle and bustle.
- Problem Analysis:
Time frame analysis, political, economical, reforms by government, change in policy, global
challenges etc.
As for as management of budget utilization information is concerned; this practice will
minimize the chances of error, provide input to the reconciliation activity and enhance
the credibility of accounting transactions. Moreover, it will exercise a healthy influence
on the doner in general and enhances worth in the eyes of the Post-Audit Team or
External Auditors in performing activities at their end.
Having such support, Bank reconciliation tasks would be ease in case of expansion of
programs/transactions and future requirements.
- Result
Overall your perception about concerning activity which you have done
On having observation in F&A Section, Overall working is satisfactory. However, there is always
room for improvement. If slight adjustments are made; reliability, validity and efficiency can be
increase in the scenario of Post- Audit Payment System at HDSU level.
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page ix
- Solution Criteria
Make different alternative solutions and prepare a comprehensive criterion resolve the particular
problem
Manual Budget utilization Register can be maintained.
Short software application may be developed using MS-ACCESS
This information may be part of FIS.
For Bank reconciliation activity; FIS be enhanced to desired level of information.
- Possible solution/Recommendations
Choose most appropriate solutions by means of objective analysis among the different alternative
with financial implications
The management of budget utilization information system would be appropriate to address both
concerns in focus. Development of a short software application would be appropriate for the
purpose. The support from IT Section can be sought. Sketch of rough output is draws here as
under: -
Title of A/C ____________________________ Working Code # ______________________
Budget Allocation: ___________________________________
Voucher
# Payment Made to This Bill Total Utilized Balance Available
Payment voucher should bear the following information: -
Working Code # _______________
Budget Allocated _______________
Amount utilized prior this bill _______________
This Bill _______________
Total Utilized _______________
Balance available _______________
Initial _____________________________________
- Benefits
Advantages of your recommendations for the organizational objectives analysis with no sweeping
statements
Voucher Preparation would get an additional support
Payment credibility would be strengthened
Post-Payment Audit activity would get a hand on support to accomplish easily.
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page x
Chances of errors will be minimized
The Information will support Bank Reconciliation task.
- Weaknesses
What the flaws of organizational activities in different department, you observed during analysis.
Please give objective analysis with no sweeping statement.
- In regard to IT, personnel working in different sections are lack on desired level of
training on their assignments specially using the available IT infrastructure.
- They people are committed and self-motivated to work in the best interest of the
organization. In respective sections, they are successful in building teamwork scenario
but section-to-section wise lack perceived level of coordination binding them as Team
Unit. Some times, it seems one section creating trouble to other section irrespect of
helping to getting work done in focus.
- Suggestions for Improvements
Scrutinize possible improvements to weaknesses of the organization
- IT Section should come forward to train the personnel at least on office application tools
to use effectively rather than open/close/cut/past application and like that. The personnel
should be trained on using different functions relating to specific job assignments.
- This objective can be fulfilled following “on the job training methods” rather than
conducting formal training workshops in Training Halls(s) etc providing all logistics over
there.
- Conclusion
End result achieved
Work is being done satisfactorily. Definitely, HR-MIS, FIS with more integrated components,
solution over the problems in question, and capacity building on effective use of computer
hardware/software would strengthen human resources in meeting with the obligations of support
section(s) in general; and provide tonic to program sections in fulfilling their needs in view of
efficiency level of HDSU, Rahim Yar Khan and NCHD objective in particular.
System Evaluation:
It's difficult to design an evaluation form that could be used for all types of software. Instead, consider
developing a general form with components that deal with each type of software: informational,
instructional, and creativity. However, the existing Financial Information System is evaluated on the
following lines by using the feed back from the end users, personal observation and experience.
SR.
# Area(s) taken in focus Observation
01. Run without errors that disrupt program
function
Yes, program runs without errors and disrupting
program functions.
02. Be easy to install and use Yes, FIS is easy to install. It provides wizard
options to exercise leading to successful installation.
03. Provide documentation to support program
installation and operation
Documented support like Read Me file is not
available to support installation and Operation.
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page xi
SR.
# Area(s) taken in focus Observation
04. Be compatible with the hardware, network,
and system.
Compatible with Windows 2000 Professional but
experienced to run on Windows – XP Professional
Edition.
05. Provide user-friendly search capabilities that
provide optimal access to information.
Yes, system provides user friendly search option
with number of radio buttons, check boxes etc.
06. Provide searches in reasonable time. Yes, in a quite reasonable time sorting, searching
tasks are performed.
07. Provide flexible means to navigate and
search.
Yes, navigation options like next, previous, first,
last are conveniently available.
08.
Incorporate principles of effective screen
design including readability, legibility,
consistency, and use of functional areas.
Screen format is designed in such a way that
information is legible to read, consistent in flow and
used according to defined functional areas.
09. Provide valid and complete information
from reliable sources.
It is ensured over different cross checks so that
information remains reliable and checked all the
time.
10. Sequence information in a logical order
It is very keenly observed that information is
segregated into relevant areas and flows in logical
order.
11. Allow you to vary the font size for easier
reading.
No, font size is not allowed to change. Already, font
is used in appropriate number making legible to
read easily.
12. Provide means of printing or downloading.
Printing options are very much available to get hard
copy in desired number of users own choice.
Downloading facility is not included in the scope of
FIS.
13. Be the best format for the information. We think information is flowed in best combination
of format.
14. Easy to use and reliable information As for as requirement is concerned, the system is
easy to sue providing reliable information.
15. Search Tools/options are available Sufficient search options are provided in the system
to exercise search queries in different combinations.
16. Screen Design and Visual appeal Simple and attractive and appeal to work on with
the fields
17. Option selection, calculation, Graphic Tools
Of course, selection, calculation options are made
available in the system. The use of graphics is
simple.
18. Color Options, Spelling/Grammar
No color options to exercise are available. The color
scheme once used in development; remains with the
life of software. Spelling/Grammar Check is not as
such focused in FIS.
19. Printing Options Printing on multiple choices of reports is available
over there.
20. Reports self generated, options/pre-defined Yes, Reports are generated on pre-defined areas and
category leaving no option to missing on desire.
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page xii
A1. Data Flow Diagram
A data flow diagram (DFD) is a graphical representation of the flow of data between processes.
Simply sated, it shows that what goes in, how it sis changed and what comes out. Data flow is
represented by labeled arrow. Processes are represented by labeled circles; also named as
bubbles. Information sources are shows by boxes whereas files are represented by double line.
Here, we represent the data flow in terms of proposed system of maintaining budget utilization
record as suggested above.
A.1.1 Level 0 DFD
Received Process
Presents
Budgeted/ Shows
Stores
Database
A.1.1 Level 1 DFD
Query HDSU
Report
Record
F&A
Database
Information
Voucher Decision Returned
Admin Decision Budgeted
Returns
Presents
FACT SHEET – A
Human Development Support Unit, Rahim Yar Khan
Page xiii
A2. Entity – Relationship Diagram
Here, ER – Diagram is given on the above proposed short application regarding budget
utilization management system under main FIS (Finance Information System); -
SerialInf Description
WorkingCode
WorkingCodeDe
scription
SerialNumber
Balance
WorkingCode
TotalUtilized
PriorThisBill
ThisBill
BudgetMasterFile
FACT SHEET – B
Human Development Support Unit, Rahim Yar Khan
Page xiv
Information Technology Section
Introduction:
At HDSU level, IT Section is placed in operation to provide support on IT needs (e.g. Computer Network Administration and maintenance, training on office application tools and system software, assistance on IT related logistic support etc) to program sections (Education, Health, Capacity Building, Volunteerism & Community Development) in their respective programs as well as Finance and Admin Section. Activities undertaken by IT Section are carried out through Section Incharge given the name as DITO (District Information Technology Officer) whereas the General Manager at HDSU has a close look on the performance in view of overall objectives need to accomplish. However, IT Department at Head Office level passes directions (and provides guidance) to IT Section at HDSU level in order to implement the strategic decision, in relation to IT Support taken by the Board of Directors or as the case may be.
a. Human Resource
Management: District Information Technology Officer (DITO) 01
In Association with: Trainee 01
Internee 01
b. IT Support available:
i. Hardware Support:
ii. Software Application Support:
No. The support on application software like HR – MIS, Financial Information System
(FIS) or any other short application for program sections is not available at this extent.
iii. Operating System & other Office Application Tools
Operating System: Windows – XP
Office Application Tools MS- OFFICE 2000
Adobe Acrobat Reader
InPage etc
SR.
# Item with Specification Purpose
01. Computer System
2.4 GHz, P-IV Used as Server
02. Computer System
2.4 GHz, P-IV Used as Client for use of MIS
03. Storage Devices
HDD 60 GB attached with Server
HDD 40 GB attached with Client
FDD 3.5” 02
CD R/W 02
Flash Drive 03 [256 MB each]
03. Printer
HP Laser Jet 1200 Series
Used in IT Section but shared with other sections
to get hardcopies on their individual work done.
04. Scanner – HP Brand For support to Media Section
05. Multimedia For support to other program section(s) on need
cum basis as per demand.
FACT SHEET – B
Human Development Support Unit, Rahim Yar Khan
Page xv
iv. Network
Local Area Network (LAN) of 13 computers to the available sections at HDSU is
operated by IT Section mainly for Internet, Document, and Printer sharing. It is pertinent
to point out that no software application relating to MIS e.g. FIS is not controlled and
maintained by IT Section.
c. Operations of IT Section
With respect to the operations, IT section has capability to support the linked program sections at
HDSU on General and System support.
i. General Support
- IT Department is providing support involving repair/maintenance of Electrical
Equipment(s): Photocopier, Fax machine, Coolers/AC, Refrigerators, Generators,
Overhead Projectors, Voltage Stabilizers, Power Extensions and Service/Repair
Tools to other departments; as envisaged in SOPs.
- The maintenance/repair support on computers, printers, multimedia projector, digital
camera, fax, exchange, Internet connections, e-mail, MSN Messenger, LAN support
and necessary software MS-OFFICE, Anti-Virus etc also comes under assignments
of IT Section.
ii. System Support
Currently, no system application support is being provided by IT section but in the days
to come; the section has to perform the task to facilitate the Education Program Section
for maintaining MIS Software on UPE.
d. Future Operations through IT Section
- IT Department at Head Office has planned to work on HR- MIS and this assignment is in
the queue list which would be implemented through IT Section(s) at respective HDSUs.
- The incoming assignment is the implementation of MIS software for UPE project to
equip the Education Section. In this concern IT section has to contribute significantly.
e. Current Issue
It has been observed that UPE – MIS is in the prime objective and need of the day. IT Section has
already provided considerable support in analysis and design leading towards the development
phase of the project and has to provide its support: -
- Developing software for maintaining UPE data
- Enter and validate UPE Data
- Update database in terms of enrollment and dropout
- Enabling the Education Section with the list of enroll-able children at the start of
academic year.
f. Types of Statement(s) Generated
As no MIS system is maintained by IT Section; hence job to generate report is out of question. As
FIS (Finance Information System) is run by the Finance section it self. So, the reports are left to
FACT SHEET – B
Human Development Support Unit, Rahim Yar Khan
Page xvi
them. However, IT section comes up with the reports on special assignments and individual work
areas of general nature as carried at its own end.
g. Conclusion
Presently, IT Section has extended its support on General areas (Equipment handling,
repair/maintenance of hardware and software etc) but no significant support in terms of
application support except of taking backup(s) of application software used in Admin and Finance
Section and on general working documents files of individual sections, etc.
h. Suggestions for Improvements
- In the present situation, keeping in view the financial resources as well; IT section be
actively involved in software application support rather than general support.
- As IT section is supposed to take backup(s) on FIS, therefore, IT Section should
have the control of currently available MIS program on Finance i.e. FIS at the server
end. Finance section should only have the privilege to feed data.
- General Support matters like maintenance of equipment not directly related to the
computer hardware should be left on the part of Admin Section.
- Utilizing the present infrastructure, real move should be initiated by IT Section to
work on short software applications to help other sections e.g. Personnel
Management System in way of HR – MIS etc.
- IT section is using Windows – XP as operating system. Although this version is user
friendly but comes at the second stage as for as security matter and bugs are
concerned. The use of Windows NT Professional 2000 version(s) for server and
client respectively make the system on safer side. We are of the view to replace the
existing operating system with Windows NT family.
General:
- It has been observed that no list of job description/Terms of Responsibilities (TOR)
clearly stating the obligations and limitations of assignments is given to personnel
although SOP states description for the sectional heads. If support staff is served
with TOR, it may be more beneficial and focused to get work done effectively and
efficiently.
- It has been taken into account that all type of office application software is being
used unlicensed; and it is the case with operating system as well. Since the
organization is on the move to expand its IT facilities; it would be better to use the
licensed software not only to meet with the legal obligations in near future but also to
ensure security and quality objectives.
- It is also observed that personnel from other sections put frequent requests to IT
Section and seek help on very minor work event relating to IT function to get their
work done. IT section should make them skilled of solving these minor functions
(e.g. copy/pasting, folder toggling and using office application software efficiently)
at their own end. It would save extra time consumption of a particular task and avoid
bothering therein resulting into efficient use of resources leading to total quality
management.
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xvii
Education Section Background
Education Program is the key work area of NCHD. In order to ensure 100% enrollment of eligible children of age 5 – 7 in the school, towards improvement of quality concerned literacy rate, emphasis on tackling dropout ratio and to empower & strengthen the Education Department (Line Department at District Level); this program has been launched. In dream to meet multiple objectives (as enlisted on initial pages of this report), this program is implemented through Education Section at each HDSU level.
Introduction:
Education Section, at each HDSU level, is responsible to undertake the implementation activities as per directions of the competent authority(s). In Education Section, DPO (District Program Officer) acts as team leader to carry out the task. At HDSU - Rahim Yar Khan, this program is being implemented in all four Tehsil(s) of the district: Rahim Yar Khan, Khan Pur, Liaqat Pur and Sadiq Abad. At each Tehsil level, an office is setup, supervised by ADPO (Assistant District Program Officer), to implement and have close look on the activities of the field staff (MCs, SOs etc) in their respective target area.
a. Human Resource:
Management: District Program Officer (DPO) 01
In association with: Deputy District Program Officer (DDPO) 01
District Literacy Coordinator (DLC) 01
Assistant District Program Officer (ADPO) 04
Markaz Coordinator (MC) 04
Social Organizers (SO) (..)
Internee 01
b. IT Support available:
i. Hardware Support:
SR.
# Item with Specification Purpose
01.
Computer System
(NCHD-Education)
2.4 GHz, P-IV
Mainly used to get work done through office application
tools, internet/e-mail purpose and sharing of documents on
LAN with IT Section treated as client. The system is used
by DPO(E)
02. Computer System
2.4 GHz, P-IV
Treated as client with LAN. Mostly remains under use of
DDPO(E) for performing work on activity-to-activity based
working. Sharing of documents and e-mail/internet facility
is also available there.
03. Printer
No Printer is available in the section. However, hard copy is
taken using the shared computer in IT Section, as and when
required
03. Data Storage Device HDD 60 GB for each computer system, Flash Drive (on
Demand), FDD 3.5”, CD-R/W
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xviii
ii. Software Application Support:
To this extent no IT supported Management Information System is available to Education
Section on meeting with the objectives at large. However, short application to the level of
need cum basis, not full-fledged in operation, is used to support the information system to
perform specific task.
ii. Operating System & other Office Application Tools:
Operating System: Windows – XP
Office Application Tools: MS-OFFICE 2000
InPage 2000
Acrobat Reader, etc
iv. Network:
The section is enjoying the facility of LAN supported by IT Section. E-mail, internet, and
sharing of document are done using this facility. To this extent, no MIS system is
currently in operation. However, UPE-MIS is about to come under operation to support
Education program.
c. Operations of Education Section:
Following key assignments are performed in Education Section at HDSU level.
1. Coordination with Govt. Lines Departments at District/Tehsil Level
2. Activity planning, implementation, monitoring
3. Pursuance of activities at Tehsil Office(s)
4. Providing Facilitation to Field Staff (SO/MC etc)
5. Preparation of Reports on assignment to assignment basis
6. Any other assignment on need cum basis or special one assigned by the Head
Office.
In meeting with the above obligations, the nature of IT Support is available:
System Application Software Name: Currently no integrated System Application
software is available to support the program.
However, a system software named as UPE-
MIS is about to come under operation. To
this extent, short applications, using MS-
ACCESS, developed with the support of IT
Section at HDSU, R.Y.Khan. Generally
work is done using the tool MS-Word and
Excel.
Front-end Design Tool Short applications in order to get hands on
information regarding Social Organizers and
Feeder School (FS) are designed using MS-
ACCESS both for back end and front-end
designing. It is pertinent to mention here,
that none of above short application is fully
in operation but the desired information is
picked anyway.
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xix
Approach used to develop the system To the level so for these applications are
developed; object oriented approach is used.
DBMS used MA-ACCESS Database is used
Help available Not available with short application
Data Dictionary maintained For these short applications, no data
dictionary is maintained. Data Dictionary
maintenance regarding UPE-MIS is left with
the developing agency.
Requirement Analysis:
Why it is being used? These short applications are used to get
facilitation to accomplish the objectives and
to concrete on the efforts in managing SOs
and Feeder Schools.
Are user needs fulfilled? Yes, fulfilled to the level they perceive
keeping in view that system is not fully
developed.
Are organizational needs are fulfilled? In a way, organizational needs are not
fulfilled as they are struggling to get the
organizational needs fulfilled through UPE-
MIS.
Is it recognizable compatible with the system available at other HDSU?
Being the largest district in operation under HDSU at Rahim Yar Khan, the software on
UPE-MIS is still about to launch to support the key program i.e. Education (100%
enrollment, Feeder Schools, Adult Literacy Centres, restricting dropout ratio). Whereas in
some other HDSUs; the UPE-MIS is functioning partially with the updated data of their
area of operation. So they people are enjoying the benefits whereas HDSU, R.Y.Khan is
about to experience due to data verification at length.
End Result:
- Free of ambiguity As stated above short developed
applications are used for SO-MIS, FS/FT-
MIS supported with the office application
tools (MS-Word and Excel); therefore, no
problem in using these available tools.
- Easily understandable Yes, the software support available is easily
understandable.
Performance Analysis:
Types of Reports generated: List of key reports is given as under: -
Monthly Monitoring Reports (SOs,
FS/FT, enrollment activities etc)
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xx
Monthly Progress Reports on activities
and Field Staff
Activity Based Reports
Report(s) relating to SOs, providing
input to their salary/perks proceedings.
Report(s) relating to personnel acquired
through UNICEF in Education Program
Report(s) on enrollment, dropout, UPE
Register maintaining perusal etc.
Are reports generated Automatically? Every kind of report is prepared either
manually by getting input from the field
staff or done using the tool MS-Excel
normally. As no UPE-MIS is currently
available to the section so report(s)
particularly for analysis purposes
particularly on dropout management
information can’t be handy for decision
making. At every school level, UPE –
Register is maintained for enrollment
purposes. So for they people are not
provided with the computerized lists of
enroll able children, dropped out etc. IT
equipment and software support is used only
to prepare reports for the purpose
monitoring, implementation, activity reports
and like that. However, using short
applications on SO, FS/FT to the available
extent generate reports automatically
through report options given in the software.
Problems:
Strength to accommodate the changes in organizational policy
- Speaking about UPE-MIS, ready to come under operation, has passed through
analysis phase in recent past and constantly inputs are flowed during
development phase within scope of the project. After a long discussion and
problem analysis, IT Department at Head office and top management has agreed
on a final requirement based need to accommodate any future changes within
the scope. Finally, the design is put to the development agency. So at the
moment and in near future, the MIS to launch is very much ready to
accommodate changes in letter and spirit.
- As for as short applications are concerned; this is need cum bases and developed
at local level as IT Section is here to support the program. For example, on SOs
information program, which is not covered under UPE-MIS; IT Section may be
reckoned as and when required to accommodate amendments (field insert/delete,
report generation, import/export data) to address the requisite objective. Hence
there is no trouble of having the desired information.
- Besides this, MS-Word, Excel support is always handy to import/share data of
MS-ACCESS database to convert into to desired information.
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xxi
Therefore, there is no worry to accommodate changes in organizational policy/procedures
and need in MIS software applications.
Security Measures:
Currently, in the prevailing MIS, the concerned Sectional Head, DPO(E) is responsible
for maintaining security measures in Education Section enforcing e.g., application
password, system password etc.
It is observed, in general, there is no problem with data security measures. Backups are
always maintained on specific schedule dates by IT Section in order to encounter with
lost/theft, advertently damage of data etc.
- Current Issue
With respect to the IT support, what would you think the vital concern that really needs to be
solved?
Education Section has to work on UPE, FS/FT part of UPE and Adult Literacy (now given under
the control of District Literacy Coordinator). To cover all programs in this report is beyond the
scope. Here only UPE is apparently taken in to focus and documented the issue of vital concern in
regard to IT support at surface level. We all agreed that UPE program desperately needs IT
support by developing such information system that helps on solving the following major
identified problems so that the object drawn on this program be achieved in letter and spirit.
Need to curtail Children Drop out ratio after having enrolled in the school
Need to provide list(s) of enrollable children well before admission session commences
to ensure 100% enrollment of children in the school
Need to find out convenient track and trace system for child left over from one school
and joined other one or the situation may be.
As said, UPE is a vast program; here only surface area of this program is covered. UPE-MIS, as
we perceive, has to deal with the data focused on the child at length whereas management
information system on field staff (SO, MC, FT/FS) are left on the part of DPO(E). An up-to-date
and solid application on monitoring, evaluating and analysis of progress of such field staff is
required to associate with the main UPE-MIS. Education Section needs IT Support to meet with
the realistic interpretation of the matter.
- Cause of Analysis:
To improve the credibility of financial resources, production, inventory, human resources
development activities in the organization.
UPE program has a serious concern on dropout ration (about 50%). Without having updated,
timely available, concrete information system there is difficult to enjoy satisfaction level of
achieving 100% enrollment of children between age of 5 – 7 years showing 50% dropout (which
are currently estimated).
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xxii
To apply measures to cut down the dropout ratio, Alongwith other strategies, IT support is
required to get hands on information to analyze the situation in depth. UPE Register is maintained
manually at each UPE primary school level and same is the case with Feeder School. Imagine the
fruit, once sound and verified data collection is put to a database and replacing/support the manual
mechanism. The output through such information (Computerized List) will not only equip with the
list of enrolled children but with the list of those children come to eligible to enroll well before the
admission session commences. If this time consuming effort is accomplished through IT support;
the rest of the work e.g. implementation, monitoring and tangible measures to minimize the
dropout ration can get effective human resource utilization at the end.
- Effects:
After these analysis, impact on organization
As organization acts as Wheel to Social Change and Development under their Education program,
the solution to the issue in concern will exercise a healthy influence on part of achievements,
effective human, financial resources utilization and help the task easy in services delivery to
empower the community, govt. lines departments at district and tehsil level. The solution to such
problem will enforce lines departments’ personnel in discharging their responsibilities effectively
and be more focused to this noble cause – Education for All.
- Problem Analysis:
Time frame analysis, political, economical, reforms by government, change in policy, global
challenges etc.
- Timely solution to the problem in concern matters a lot and need to be taken on priority.
Since NCHD has launched the Education Program (UPE), period of about 2 – years has
elapsed. The HDSU in focus has achieved 86% enrollment rate whereas estimated
dropout is 50% (based on overall estimation). On having close look at the statistics,
timely solution would save from the real damage.
- Such information system is needed not only to fulfill the requirement on implementation,
monitoring, evaluation of the program objectives but also helpful in meeting with the
global challenges, commitment made by government on world forum towards meeting
100% literacy rate by 2015.
- Result
Overall your perception about concerning activity which you have done
Education Section is doing at their level best in lines with targets set to achieve. But they people
are also concerned on dropout figures even measures are taken as per training manual guidelines.
The coordination level with lines departments and among the team members is admirable. They
people are united as team. The positive aspect is that they are committed to do the assignments
perceiving as noble cause to make people literate and delivering quality education comes under
definition by NCHD.
- Solution Criteria
Make different alternative solutions and prepare a comprehensive criterion resolve the particular
problem
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xxiii
- Obviously and as discussed so for, UPE-MIS is the best solution on tracking and tracing
of child. This information system contains the database of children of 0 – 9 years age of
the focused area. The system is developed using tool Oracle 11i for both backend and
front end interface. The software is passing through necessary checks and to ensure the
consistency on database. Partially, the system is under commissioning at different HDSU
level. Rahim Yar Khan being the largest target district is getting time to launch due to
heavy database records.
- Secondly, incomplete short applications on MIS relating to SOs, SCMs, FT should be
developed with a serious concern to integrate with UPE-MIS for effective utilization.
- Thirdly, alongwith capacity building of Education Section, IT Section should take steps
to extend their expertise to Education Department at District level so that they people be
able to adopt the effective information system to manage the work in lines with the
object. The sincere efforts are required at both ends to curtail the dropout ratio having
serious concern. IT Section may help the Education personnel in local government setup
to make their analysis and reporting system reliable and up-to-the standard. MIS on short
applications can be developed or IT Section can help them to utilize applications tools
(EXCE, MS-ACCESS) for the purpose to associate the strength of measures with NCHD
activities.
- Possible solution/Recommendations
Choose most appropriate solutions by means of objective analysis among the different alternative
with financial implications
There is no way except to exercise all above points in order to get problem solved as discussed at
length in regard to objective analysis.
- Benefits
Advantages of your recommendations for the organizational objectives analysis with no sweeping
statements
- The analysis mechanism will be strengthened. The reporting will be accurate and fast. On
reliable analysis, decision-making will be sound and more effective to apply.
- List of Children coming eligible to enroll will be available well before the session
commences.
- The full fledge information system will help to control the dropout ratio.
- This system will be helpful in addressing the issues as discussed above.
- Weaknesses
What the flaws of organizational activities in different department, you observed during analysis.
Please give objective analysis with no sweeping statement.
No major weakness is observed in working of Education Section. However, for effective
utilization of human resource with good time management, they people lack with training to some
advance level for development of short applications using Excel, MS-ACCESS, MS-Project etc. as
they effectively perceive
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Human Development Support Unit, Rahim Yar Khan
Page xxiv
- Suggestions for Improvements
Scrutinize possible improvements to weaknesses of the organization
IT Section should come forward to play its role and provide expertise on using wizard utilities to
generate quick short applications for manipulation of data as how effective they want to be. This
may be done by extending coordination by IT personnel in the supreme interest of the
organization.
- Conclusion
End result achieved
They people are doing work with commitment and great zeal and zest in pursuance of prime
objective to enroll every eligible child in school under their operational area. They are taking some
concrete steps at HDSU, Head Office level to strengthen their information system to handle the
dropout ratio specifically. They work as team and coordination level is upto the mark.
FACT SHEET – C
Human Development Support Unit, Rahim Yar Khan
Page xxv
Part and Parcel:
At the end, a question/answer session is held with the DPO(E). Discussion is summarized as under: -
- Are you well versed with SOPs/Terms of Responsibilities (TOR)?
Yes, SOPs and job assignment description are fully conversant to the personnel responsible for.
No one feel hesitation in getting help and understanding his/her role on a specific problem and do
like a team towards one objective in mind – Education for All.
- Do you think distribution of work assignments is justified?
Yes distribution of work is nicely done. As we people work as team; hence we all do at our level
best to meet both qualitative and quantitative objectives.
- Job rotation plays a vital role in strengthening Human Resource. Do you agree with the statement
and love to work in other section for the sake of experience and enhance your capabilities?
Of course, job rotation plays a key role in learning new skills. It provides an opportunity to get
hands on experience on different assignments. It is help full, if exercised within one area of field.
We all would love to gain expert level using this component in Education Sector so that delivery
of services is superb.
- Do you have sufficient training to do your assignments effectively?
Yes, we are all the time in learning process and have adequate level of training to perform the
assigned tasks.
- Do you need further training, especially relating to IT support?
Yes, I need further training on following three tools, even UPE-MIS is come into operation, in
order to perform the assigned task efficiently, in quick possible time, effectively, for sound
decision making and concrete analysis on the areas we really need to minimize dropout ratio in
particular and over all objectives in general: -
MS-ACCESS: we need training on this software so that short application is developed in
quick possible time instead on knocking to IT Section to come forward to equip us with
the application on the analysis and requirement based as we perceived.
SPSS (Statistic Package for Social Sciences) – is a handy tool for statistical analysis on
social related projects like Education, Health etc. Handling of this software at
intermediate level will enhance the capacity sufficient to meet our needs.
MS-PROJECT – The software is very useful in activity based planning. Hands on
practice can make us confident in analysis and time management on a particular activity.
- What kind of support do you expect from your IT Section?
In prevailing infrastructure we expect that our IT Section at HDSU level would extend their
expertise on the tools we are concerned. Through informal working sessions, without disturbing
normal routine work at both ends, the capacity building can be enhanced and skills be improved in
way of optimum utilization of human, financial, technical resources for this noble cause.
FACT SHEET – D
Human Development Support Unit, Rahim Yar Khan
Page xxvi
Health Section
Background:
Primary Health Care Extension activities come under Health Program launched by NCHD in those locations where Government’s Lady Health Workers are not present. These locations are identified in coordination with the district Health department. The Primary Health Care Extension program is focused at improving communities’ behavior towards health, accurately identifying local health needs and restructuring services of local health facilities to meet those needs. All this process ensures communities’ role at all levels in decision making for effective provision of health care. Project interventions of Health include Immunization of children and women, Diarrhea and ARI prevention & control, maternal care, growth monitoring, child spacing, usage of iodized salt, hygiene and sanitation, and health education. NCHD set objectives that at the end of three years’ period, in the program areas; it will reduce maternal mortality by 25%, Infant mortality by 33% and Population growth rate to less than 2%. Introduction:
Health Section is placed in operation at HDSU, Rahim Yar Khan (as the case with other HDSUs) to implement activities to meet with above objectives. The operation is in progress in three tehsils of Rahim Yar Khan: Khanpur, Liaqat Pur and Sadiqabad. This target area is divided into eight sub-areas Each Sub area is further divided into Units and cluster. Each unit comprises to 400 households. Presently, three Project Mangers are covering the entire area activities: Sub Area 1 – 3 is supervised by a Project Manager having Field Office at Tehsil Hospital, Khan Pur. Another Project Manager having office at Tehsil Hospital Liaqat Pur covers sub Area 4 – 6. Whereas two sub areas, 7 – 8 consisting Tehsil Sadiqabad, are covered by the Project Manager at Sadiqabad.
a. Human Resource:
Management: District Program Officer (DPO) 01
In Association with: Deputy District Program Officer (DDPO) 01
Assistant District Program Officer (ADPO) 03
Health MIS (HMIS) 01
Project Manager (PM) 03
Supervisor 08
Social Organizer (SO) 08
Training Coordinator 16
Assistant Admin/Finance 07
Male Health Worker (MHW) 61
Female Health Worker (FHW) 125
Traditional Birth Attendant (TBA) 123
Support Staff (SS) 08
b. IT Support available:
i. Hardware:
SR.
# Item with Specification Purpose
01. Computer System
2.4 GHz, P-IV
Liked with the server in IT Section on LAN treated as
client. The system is under operation of DPO(H).
02. Computer System Treated as client on the LAN. The system is in use of
FACT SHEET – D
Human Development Support Unit, Rahim Yar Khan
Page xxvii
SR.
# Item with Specification Purpose
2.4 GHz, P-IV MIS(H) for preparation of Monthly Progress Reports, email
usage and for other assignments relating to office
applications tools.
03. Printer
No Printer is available in the section. However, hard copy is
taken using the shared printer in IT Section, as and when
required
03. Data Storage Device HDD 60 GB for each computer system, Flash Drive (on
Demand), FDD 3.5”, CD-R/W
ii. Software Application Support:
EPI Info 6.04 is used to record the baseline data received from eight sub-areas required to
send to head office for further manipulation.
iii. Operating System & other Office Application Tools:
Operating System: Windows – XP
Office Application Tools: MS-OFFICE 2000
Adobe Acrobat Reader
InPage etc
iv. Network:
The section is linked with LAN supported by the IT Section. The Health Section is
enjoying the facility of Internet, email and sharing of necessary documents as and when
required over the network.
c. Operations of Health Section:
Following key assignments are performed meeting with obligations in the pursuance of objectives
of EPI Program.
1. Preparation of District Monthly Progress Reports (MPR) in consolidated form as per
desired format by Head Office
2. Append Part-wise baseline data collected on the questionnaire from the field using the
Program EPI Info 6.04c
3. Planning, implementation and monitoring of activities in lines with the objectives drawn
on EPHCI Extended Primary Health Care Interventions as desired by the Head Office
4. Conducting training(s) of field force, the personnel liable to acquire the skills required in
performing the assigned tasks.
5. Supervision of team members at Project Office(s) and HDSU level
6. Any special assignment(s) entrusted by the Head Offices etc
In meeting with the above obligations, the nature of IT Support is available:
With respect the IT Support to MIS, here, we will focus on the first two assignments
enlisted above and work of MIS(H) taken into consideration.
System Application Software Name: No System Application software is in use of
Health Section. However, EPI Info 6.04c
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Human Development Support Unit, Rahim Yar Khan
Page xxviii
(recommended software by WHO),
application software on health issue, is used
and rest of the IT related work left on the
part of MS-OFFICE application.
Epi Info 6.04c
Front-end/Backend Design Tool DOS based application
DBMS used .REC type file is created to store records on
different part of the data on questionnaire.
The .REC file is then converted in the .xls
format.
Help available Yes, in the software, help is available
providing description to handle and get work
done by exercising different options there.
Chapter-wise description is given in text
format on stepwise instructions how to
handle the tool.
Requirement Analysis:
Why it is being used? Epi Info is being used only to enter baseline
data, received from the target area, as per
questionnaire designed by Head Office.
However, it can be used for the following
purposes: -
Design and prepare information
collection instrument for a study.
Develop sound strategies for field
supervision, editing and verification to
assure complete reflection of what
people said.
Create questionnaire entry screen using
EPED Program
Write a Check Program for the
questionnaire using CHECK Program
Enter data using ENTER Program
Double enter and validate the
questionnaire into the REC file.
Verify that the data in the computer
database is an accurate reflection of the
data on the questionnaire paper
Analyze and manipulate data using
ANALYSIS Program
Are user needs fulfilled? User needs are fulfilled to the desired extent.
Are organizational needs are fulfilled? Organizational needs are fulfilled to the
level required to get accomplished at HDSU
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Human Development Support Unit, Rahim Yar Khan
Page xxix
level (i.e. only data feeding and surface level
manipulation) and rest of the work i.e.
analysis is left on the part of Head Office.
Is it recognizable compatible with the system available at other HDSU?
On enquiry, it is revealed that same set of procedures is followed to perform the task at
other HDSUs.
End Result:
- Free of ambiguity Yes, the Pull Down Menu(s) are self
explanatory to exercise the specific task.
- Easily understandable Yes, the software is easily understandable
upto the level of work is required to be done.
Performance Analysis:
Types of Reports generated:
Through Epi Info, number of reports can be generated but no output is taken on creation
of the record. The record file is imported in to EXCEL for basic manipulation and then
passed to Head Office as per requirement. Towards comparison of baseline data, the
reports are generated on the actual performance data received in shape of MPR from
different sub areas. These reports are generated using EXCEL. The list of these reports is
given as under: -
Table–01: Status of Current Pregnant Women
Table–02: Status of Postnatal Care
Table–03: Pregnancy outcomes and Initiation of Breast Feeding
Table–04: Antenatal Received in Pregnancy & Status
Table–05: Morbidity
Table–06: Mortality
Table–07: Immunization Status of Children under Five
Table–08: Immunization Status of Reproductive Age (15 – 45 years)
Table–09: Growth Monitoring of Children
Table–10: Child Spacing
Table–11:Water & Sanitation
Table–12: ORS & Iodized Salt utilization
Table–13: Formation of Cluster Committees, Unit Committees & their meeting
Table–14: Population for the current month and Health Education Activities
Table–15: Shopkeepers, Barbers, Medical Practitioners, Imams and Elected
Representative
Table–16: Objectives set for this month & their status of Achievements
Table–17: Personnel
Table–18: Miscellaneous
Are reports generated automatically? Epi Info has the tendency to generate
different types of reports. But as desired by
Head Office, collection of data recorded
FACT SHEET – D
Human Development Support Unit, Rahim Yar Khan
Page xxx
using the software is sent to them for further
process and reports. However, MPRs are
prepared/complied in EXCEL. Most of the
work is done manually i.e. feeding entry in
each and every cell. No advance function to
minimize the effort on feeding data is used.
In this way, we can say reports are generated
manually.
Problems:
Strength to accommodate the changes in organizational policy
Apparently, there is no problem to accommodate the changes in organizational policy in
respect of tool is being used. In case policy is changed and need to develop a new
questionnaire; Epi Info can perform the task easily.
Security Measures:
No problem is observed with security measures. However sound data consistency checks
lack on field entry level.
- Current Issue
With respect to the IT support, what would you think the vital concern that really needs to be
solved?
There are number of activities performed in Health Section i.e. planning, implementation,
monitoring or special emphasis on some focused assignments like ORS campaign etc. Here only
MIS related to IT focused activities (MPR and Epi Info 6.04c baseline data entry) is taken into
account.
We understand, in preparation, consolidation/compilation of MPRs received from eight sub areas;
IT support is very much required to improve the skills of H(MIS) in performing this activity in
dream to good time management and efficient use of resources.
- Cause of Analysis:
To improve the credibility of financial resources, production, inventory, human resources
development activities in the organization.
On the task in focus, manual data entry is put for reports of each sub areas (15 reports for
each sub area) towards compilation of MPR. This leads to extra effort put by human
resource.
It is also observed, some times, manual calculation is done for having effect, on eight
sub-total(s) of individual reports, in one cell of compiled report format.
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Human Development Support Unit, Rahim Yar Khan
Page xxxi
- Effects:
After these analysis, impact on organization
Efficiency and effectiveness on part of this task shatters the degree of performance in
result to which productivity level decreases.
It is also observed after having laborious work done on manual feeding for each and
every cell except figures on total; worksheet(s) are imported to Word just for taking
hardcopy. This shows not fully conversant on the Page Setup mechanism of EXCEL.
- Result
Overall your perception about concerning activity which you have done
Work is done any way; but not effectively in use of IT Support applied.
Lack of Training to use the tool at intermediate/advance level. However, at the beginning
level done well.
- Solution Criteria
Make different alternative solutions ad prepare a comprehensive criterion resolve the particular
problem
Using the tool EXCEL, District Monthly Progress Report can be prepared and compiled
in quick possible time following the given steps narrated hereunder: -
o Create a folder to acquire the file for compilation/consolidation of data as well
as individual files received from different sub-areas. The folder may be given
the name CompiledMPR.
o The file having worksheet(s) for consolidated data should be prepared as per
desired format. The Master File may be given the name e.g.
ReportForTheMonthOf____.
o Place the soft copy(s) of MPRs received from different sub-areas in the above
named folder. Ensure the file name(s) to the soft copy(s) from respective sub-
areas, once given, should not be changed. For example, soft copy(s) pertaining
to different sub-areas are given the name as: -
Soft Copy Pertains to File is give the Name
Report Sub Area – 1 ReportSubArea1
Report Sub Area – 2 ReportSubArea2
Report Sub Area – 3 ReportSubArea3
Report Sub Area – 4 ReportSubArea4
Report Sub Area – 5 ReportSubArea5
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Human Development Support Unit, Rahim Yar Khan
Page xxxii
Soft Copy Pertains to File is give the Name
Report Sub Area – 6 ReportSubArea6
Report Sub Area – 7 ReportSubArea7
Report Sub Area – 8 ReportSubArea8
o Please ensure the name of the file once given should remain the same for report
on each and every month pertaining to relevant sub Area.
o Ensure the format on each and every table of MPR prepared at each office of the
Project Manager is 100% accurate and same with no slight fluctuation even in
cell addressing as compared to the format designed for consolidated (Master
File) Monthly Progress Report.
o Make Link of respective cell(s) desired in the compiled report received from
sub areas in the required cell/sheet of Master File. After having done, the
compiled Report is generated automatically and ready to analyze for the current
month.
o For preparation of next month report: -
Make a copy of the already created folder under same set of individual
reports for sub areas.
Replace the individual files with the newly received soft copy(s)
ensuring the same set of file name(s) as used for the previous month
Master File.
These steps are given in brief. A presentation/demonstration can be
performed, if required.
- Possible solution/Recommendations
Choose most appropriate solutions by means of objective analysis among the different alternative
with financial implications
The above solution would be the best choice to exercise in the prevailing situation and most
appropriate for the reasons: -
No changes are required in the current available infrastructure/resources (financial,
human, technical).
It is all the time cost effective. Only expertise from IT Section is required to accomplish
the task and make the personnel i.e. H(MIS) fully skilled on getting the above steps
performed.
- Benefits
Advantages of your recommendations for the organizational objectives analysis with no sweeping
statements
It would save from laborious work of data entry for worksheet(s) on different eight sub
areas.
FACT SHEET – D
Human Development Support Unit, Rahim Yar Khan
Page xxxiii
Verification on compilation of reports would be easy.
Reports will be passed on to Head Office in quick possible time for doing necessary
action at their end.
The effort/time saved from this activity may be consumed on other focused work.
- Weaknesses
What the flaws of organizational activities in different department, you observed during analysis.
Please give objective analysis with no sweeping statement.
In Health Section, no significant weakness is observed towards coordination, motivation and
teamwork progress. However, there is always room for improvement. All the time, we are in
learning process.
- Suggestions for Improvements
Scrutinize possible improvements to weaknesses of the organization
Alongside of support from IT Section, the personnel in the Section with sound knowledge and
expertise in relation to IT matter should come forward to help and facilitate the personnel
requiring desired level of skills in order to improve the efficiency level in the best interest of the
organization.
- Conclusion
End result achieved
First of all, we must appreciate the effort being done by Health Section in pursuance to meet the
desired objectives. As stated earlier, in regard to IT Support, Epi Info is only being used to record
baseline data while EXCEL for generating MPRs satisfactorily. H(MIS) needs training to perform
work with good time management. They people work as a united team and coordinate with each
other in meeting with objectives and support is extend to other sections as well.
System Evaluation:
Epi Info 6.04c is not system software but used as integral component of MIS in Health Section. However,
the system is evaluated on the same parameters applied on FIS supported with the feed back from the end
users, personal observation and experience.
SR.
# Area(s) taken in focus Observation
01. Run without errors that disrupt program
function
Yes, the software runs without experiencing any
error that disrupts the program functions.
02. Be easy to install and use
As DOS based application, no wizard utility is
available. Command based instructions are there to
install the program
03. Provide documentation to support program
installation and operation
Yes, documentation support is available to install
the program i.e. Read Me file.
04. Be compatible with the hardware, network,
and system.
Of course, being DOS based application; the
software is very much compatible with the
hardware, network and system in use.
FACT SHEET – D
Human Development Support Unit, Rahim Yar Khan
Page xxxiv
SR.
# Area(s) taken in focus Observation
05. Provide user-friendly search capabilities that
provide optimal access to information.
As the functions of the system are executed through
Pull Down Menu(s). To the extent of available
options, searching capabilities are user-friendly.
06. Provide searches in reasonable time. Yes, provides search in reasonable time.
07. Provide flexible means to navigate and
search.
Navigation tools (Previous, Next, First, Last) are not
part of the DOS based application.
08.
Incorporate principles of effective screen
design including readability, legibility,
consistency, and use of functional areas.
As the application is DOS based; screen design on
parts of the designed questionnaire is acceptable to
the extent of just getting work done.
09. Provide valid and complete information
from reliable sources.
Yes, it provides the desired information with
reliability.
10. Sequence information in a logical order
To maintain the logical order of the information is
in the hands of the user on designed questionnaire.
As the questionnaire designed on different parts, the
logical order flows accordingly.
11. Allow you to vary the font size for easier
reading.
Yes, font of the application is easier to read and
putting data to the questionnaire.
12. Provide means of printing or downloading. Printing options are available there but downloading
in not the scope of the software.
13. Be the best format for the information. The information is in acceptable format.
14. Easy to use and reliable information Yes, information is reliable and easy to use.
15. Search Tools/options are available
Searching tools/options are available but none of the
business is done with them. Section only use the
applications for feeding of the data on the designed
questionnaire and the .REC file is passed to the
Head Office
16. Screen Design and Visual appeal
The application screen is without any icon/objects;
so visual appeal is not comparable and attractive as
object oriented application screen looks like.
17. Option selection, calculation, Graphic Tools Yes, Calculation tools are available in the
application.
18. Color Options, Spelling/Grammar
Spelling/Grammar options are not available;
however, color scheme of the screen can be changed
utilizing the available options.
19. Printing Options The application provides the facility of Printing of
data and reports as available options.
20. Reports self generated, options/pre-defined
All kinds of reports within the scope of the
application are self generated but work scope of the
section needs no report to get through this
application.
FACT SHEET – E
Human Development Support Unit, Rahim Yar Khan
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VCD Section
Background: Volunteerism is a strong expression of brining about positive social change in the society by involving people for a common goal. Volunteerism and Community Development sector of the Commission run a volunteer movement for socio-economic development and behavioural change and also carry out a community development process for effective implementation of education and health programmes. Volunteerism is expression of feeling that inspire a person to apply time, resources and capabilities with his/her own will without expecting any tangible/intangible gains for the sole betterment of community. With such concept, NCHD has utilized this component through its VCD (Volunteerism & Community Development) Section to support the programmes: Health and Education on meeting their respective activities (Data Collection through volunteers, ORS training Campaign) Introduction: At HDSU level, VCD Section is placed in operation to promote volunteerism at District, Tehsil, Union Council and Village level in the areas of program sections. Like other program sections, a District Program Officer at VCD supervises the overall activities of the section. Four ADPOs for each tehsil (Khan Pur, Liaqat Pur, Rahim Yar Khan and Sadiq Abad) work on their respective assignments. Recently, Sixty-One Community Social Mobilzers (CSMs) are recruited to assist ADPOs on meeting with the objectives in a coherent way. So for now, 10858 volunteers are identified (Male: 9296, Female: 1562). In 122 Union Councils of the District; from 616 identified Union Council Coordinators (UCCs), 528 have been registered after training of 551.
a. Human Resource:
Management: District Program Officer (DPO) 01
In Association with: Assistant District Program Officer (ADPO) 04
Community Social Mobilizer (CSM) 61
b. IT Support available:
i. Hardware:
SR.
# Item with Specification Purpose
01. Computer System
2.4 GHz, P-IV
System is jointly used by DPO & ADPOs to get work done on
their respective assignments. System acts as client on LAN.
02. Computer System
2.4 GHz, P-IV
This system is assigned to Assistant Media Officer (AMO)
but being used in VCD Section. It is also attached with the
LAN and used for e-mail/internet browsing as well as meet
the requirements on different assignments in the Section.
03. Printer
No Printer is available in the section. However, hard copy is
taken using the shared printer in IT Section, as and when
required
03. Data Storage Device HDD 60 GB for each computer system, Flash Drive (on
Demand), FDD 3.5”, CD-R/W
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ii. Software Application Support:
No System application software regarding IT support to MIS is available. Work is done
mostly using Office Application Tools (MS-Word and EXCEL in particular)
iii. Operating System & other Office Application Tools:
Operating System: Windows – XP
Office Application Tools: MS-OFFICE 2000
Adobe Acrobat Reader
InPage etc
iv. Network:
The section is very much on line at LAN established at HDSU level to enjoy the facilities
of Internet/e-mail browsing, sharing documents and other hardware resources with each
other.
c. Operations of VCD Section:
Following key assignments are performed meeting with obligations in the pursuance of objectives
of the Program.
01- Maintaining Record on Registration of Volunteers
02- Preparation of Monthly Monitoring Reports
03- Preparation of Monthly Progress Reports
04- Preparation/Delivery of Volunteer Registration Card(s) for identification
purpose
05- Conducting Trainings(s) of Union Council Coordinator(s), Village
Coordinator(s), and Village Volunteer(s) on respective manual(s).
06- Arrangements/Conducting Extra Curriculum (Healthy Social Activities to
promote volunteerism in order to identify/register new volunteers to strengthen
National Volunteer Corps (NVC).
07- Training of Community Social Mobilizers (CSMs)
08- Any other sort of activity helpful to promote volunteerism in lines with the
objectives of program sections: Education and Health.
Note: Here, with respect to the IT Support to MIS, we are taking the tasks at Sr. 01 – 04
as mentioned above in to account
System Application Software Name:
No application system software is currently
in operation in relation to IT Support to
MIS. Most of the work is done using MS-
OFFICE (EXCEL and WORD) application
tools.
Requirement Analysis:
Why it is being used?
- EXCEL is being used to record the data
against registration of volunteers as per
prescribed form.
FACT SHEET – E
Human Development Support Unit, Rahim Yar Khan
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- For preparation of MPR/MMR as per
desired format
- POWER POINT for preparation of
presentations on different tasks as
desired.
- WORD for general Correspondence or
generating some format etc.
- InPage: To generate required stuff in
Urdu.
Are user needs fulfilled? Users needs are fulfilled to the extent that
work is done any way without proper time
management to accomplish the task. No
proper tool is being utilized for the purpose.
Are organizational needs are fulfilled? Organizational needs are fulfilled in one
way or the other. In relation to IT Support to
MIS, VCD accomplish the assigned task at
their own end. Anyhow, the desired output
is sent to Head Office, which serves their
purpose.
Is it recognizable compatible with the system available at other HDSU?
It is revealed that at HDSUs: Gujrat and Narowal, they people are maintaining database
for tracking, tracing and record management of registered volunteers. They are more
effective to get hands on information for sound analysis in order to utilize volunteers on
record in best interest of the organization.
Performance Analysis:
Types of Reports generated:
Monthly Progress Reports
Monthly Monitoring Reports
Activity Reports
General Correspondence
Any other report specific to the activity
Are reports generated Automatically? As no application software support is
available; reports are generated normally
putting the value to the application without
assigning any manipulation task to the
system.
Problems:
Strength to accommodate the changes in organizational policy
There is no problem to accommodate the changes in preparing information caused to
change in organizational policy because no proper information is system is available
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Human Development Support Unit, Rahim Yar Khan
Page xxxviii
there. Each type of information is prepared using office application tools. Therefore,
work is done any way to get the desired information.
- Current Issue
With respect to the IT support, what would you think the vital concern that really needs to be
solved?
Development and maintenance of a database application for management of record of
Registered Volunteers in operational area i.e. Track and Trace System of Volunteers.
IT Support on preparation and issuing of Computerized Identification Card(s) to
Registered Volunteers
Training on maintaining/development a short database application and to those ADPOs
who have inadequate knowledge on using the office application software.
- Cause of Analysis:
To improve the credibility of financial resources, production, inventory, human resources
development activities in the organization.
Volunteerism & Community Development Section does as supportive role to Health and
Education program sections to make things easy for them strengthening participatory development
approach. The main objective of VCD is to identify and register volunteers in the community
(upto village level) and then utilize their efforts effectively in meeting Health/Education
assignments as and when required. Imagine, if no proper record management (database) is
established; the VCD may be in a fix on desired information for decision making in selection of
most suitable person on the required task. Presently, the time consumed on maintaining the record
by utilizing the inappropriate application tool disturbs the effectiveness on sound decision-making
and exercises unhealthy influence towards meeting other assignments within stipulated period of
time.
Secondly, at present, due to inappropriate use of application tool on record management of
Registered Volunteers results in unutilized information for preparation of Computerized
Identification Cards. They people are doing the task manually. A bulk of cards to issue is left to
complete. On pursuance of the registered volunteers; they issue the card accordingly putting
particulars on the card by hand.
- Effects:
After these analysis, impact on organization
In view of cause of analysis, the current situation exercise the following impact on the sectional
performance mentioned in the following points: -
- Data on registered volunteers remains in consistent to utilize for multiple purposes. Even
simple analysis cannot be taken by utilizing the current tool.
- Delay in process of issuance of Identification Cards exercises an unhealthy influence on
the performance of the section.
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Human Development Support Unit, Rahim Yar Khan
Page xxxix
- Lack with the desired level of skills results in consumption of time more than the desired
to complete a specific task.
- Result
Overall your perception about concerning activity which you have done
VCD team is very much dedicated and determined to do work utilizing best of their efforts in
meeting with the responsibilities. They people are desperately looking for support from IT Section
for assistance to solve their genuine problems. They coordinate and assist each other on
assignments. They welcome queries, volunteers, and visitors to their section with open heart and
always in attempt to motivate, satisfied on the observations towards this noble cause.
I am of the view that IT Section requires formal request from VCD people. Whereas VCD section
dreams that IT Section is analyzing the situation and would come to their door step to assist them
as IT Section is fully aware of the need in result of scheduled meetings, informal discussions
between sections etc.
- Solution Criteria
Make different alternative solutions ad prepare a comprehensive criterion resolve the particular
problem
Incomplete application software initiated by the IT Section should be developed and
implemented so that the database managed on registered volunteers.
In order to handle record on estimated database of 5000 registered volunteers, short
application may be developed by taking necessary attributes of Volunteer Registration
Form in MS-ACCESS expecting the output on following objectives: -
o Extraction/analysis of volunteers at District, Tehsil, Union Council and Village
level separately
o Extraction of record on the area of interest of volunteer
o Types of report(s) necessary to meet the requirements as analyzed by ADPOs
and VCD Section to meet the time-to-time requirements of Head Office.
o Export of Data to be utilized for Identification Cards or Facility of
Computerized Card issuance using the same application tool.
o Issuance of thanks/acknowledgement/motivation letters to the volunteer, his/her
parents/guardian.
- Possible solution/Recommendations
Choose most appropriate solutions by means of objective analysis among the different alternative
with financial implications
First the software application system developed by DITO should be reviewed and efforts should
be made to complete it so that fruitful results be taken from it. However, in my opinion, best
solution to the problem is to go with the second option as mentioned above. It is a short
application need less time to complete and set in operation at compared to the first one system
developed in Oracle. Over 5000 records is not a difficult task to handle in MS-ACCESS. If IT
Section extends its support to build the capacity of ADOs/DPO (interested to learn skills); it will
FACT SHEET – E
Human Development Support Unit, Rahim Yar Khan
Page xl
be more beneficial not only to get the problem solved but maximum task would be in the hands of
VCD people and only facilitation would be left on the part of DITO.
- Benefits
Advantages of your recommendations for the organizational objectives analysis with no sweeping
statements
Definitely, VCD would be handy access to the most suitable volunteer on the specified
task.
To go with the recommend option not only builds the capacity of the VCD personnel to
get solution on the problem in question but also they people would be able to develop a
short application on personnel management of CSMs.
In case, Computerized preparation facility is not put in the proposed Volunteers Track
and Trace System; VCD can use the database in import in other application software e.g.
WORD utilizing the option of merge printing with having format of desired Card to get a
printout over here or other short application may developed.
Surely, following the recommended criteria would enough time and other resources
leading to improvement in performance and disposing off the assignments effectively and
efficiently.
- Weaknesses
What the flaws of organizational activities in different department, you observed during analysis.
Please give objective analysis with no sweeping statement.
For a couple of month at HDSU, it has been observed that VCD people has been in uncertainty
about the fate of the Section conceiving rumors/facts from different sources about
close/dissolution of the section. So, in this sort of situation, performance and commitment level to
work with heart and soul definitely decreases.
- Suggestions for Improvements
Scrutinize possible improvements to weaknesses of the organization
Organization should take quick decision in order to avoid such sort of situation. Either the
decision is favorable or unfavorable; it should be taken timely without creating uncertainty. It not
only affects the direct personnel but also shakes the confidence of other associated stakeholders.
Now the VCD is out of such danger and is on track to work zeal and zest.
- Conclusion
End result achieved
With respect to problem in question, IT Section as immediate support, has great responsibility to
come forward and initiate informal discussion with VCD people with the motto to provide
services at their door step in the larger interest of the HDSU and ultimately towards achievement
of NCHD goals as dreamed.
CONTACT US
Name: ZAFAR AHMAD
Father’s Name SAYED AHMAD
POSTAL ADDRESS:
HOUSE # 486/A, QAZAFI COLONY, STREET # 04, NEAR
CHOWK JAN MUHAMMAD, MASOOM SHAH ROAD,
MULTAN
CONTACT # 0300 – 7310869
061 – 6772939
061 – 9200678
E-Mail: [email protected]
July 21, 2005
Mr. Gohar Khan Khattak
Faculty Member
Department of Business Administration
Allama Iqbal Open University
ISLAMABAD
Dear Sir,
Subject: - INTERNSHIP REPORT ON IT SUPPORT TO MIS AT HUMAN
DEVELOPMENT SUPPORT UNIT, NATIONAL COMMISSION
FOR HUMAN DEVELOPMENT, RAHIM YAR KHAN, SUBMITTED
FOR VETTING
I am sending herewith revised copy of internship report in connation with the subject
matter.
Sir, necessary changes are made in the report as per your advice. You are therefore
requested to kindly approve this report and oblige.
Thanks,
Yours faithfully,
ZAFAR AHMAD
Roll # L – 519679
MBA – IT Program
Complete Mailing Address:
Zafar Ahmad S/O Sayed Ahmad, House # 486/A, St. # 04, Qazafi Colony, Near Chowk
Jan Muhammad Masoom Shah Road, Multan.
Phone # 0300-7310869, 061-6772939, 061-9200678