Information Management Service

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Information Management Service Organizational Chart

 

Systems and Software Development Division

 Functions:

1. Provides services related to information system planning, research and development, including corporate database design, systems analysis, design and integration and maintenance.

2. Provides services related to software and web page development and management including systems and software configuration management, approval of information systems changes, upgrades and procurements.

3. Develops systems audit and control and systems security.

4. Develops and operates national health information

5. Provides information technology support services including training and education and development and implementation of standards related to system and software engineering

 

Systems Engineering Section

1. Implement Department Order No. 2005-0032, Standard Procedures and Guidelines governing Information and Communication Technology Works in the Department of Health in the following areas:

a.  Information Systems Strategic Planning, Formulation, Assistance and Review

b.  Project Proposal Formulation, Assistance and Review

c.  Terms of Reference Formulation, Assistance and Review

d.  Systems/Process Re-engineering

e.  Systems Organizal Development

f.  Portal/Web/Systems Development and Implementation

g.  Systems Maintenance

h.  ICT Software Procurement

i.   Human Capital Development Evaluation

j.   Project Management

 

2. Conduct systems/process engineering activities to improve or enhance ways of doing things, processes, systems or procedures and/or design alternative methods, procedures and functions in fusion with information technology

3. Conduct time and motion study and other assessment tools in evaluating current and proposed method efficacies

4. Formulate guidelines, policies and standards for improving information systems in the DOH

5. Formulate and implement change management to effectively implement the system

6. Conduct analyses instrumentalities to assure integration, interconnectivity and interoperability

7.  Identify training and logistical needs of the Division

8.  Formulate and monitor the work and financial plan of the division

9.  Coordinate scheduling of field system audit and/or monitoring and other related works

10. Develop and propose paradigm and framework for strategic planning, adaptation, and proactive morphing of the office on emerging information technologies deemed vital in the National Health Information Infrastructure

11. Develop functional and technical specifications of the information systems and checks on information systems developed by DOH and its Software Development Section to develop the software

12. Validate outputs of the Software Development Section based on the functional technical specifications

 

Software Development Section

1. Translate functional and technical specifications of the Systems Engineering Section into workable/functional computer programs

2. Conduct unit, system, integration and acceptance testing on new systems/software developed

3.  Facilitate installation and implementation of adopted systems/software

4.  Conduct and facilitate end-user training and acclimatization to adopted/developed systems and technologies

5.  Formulate proper documentation and transfer of technology to the Software Configuration Management Section

6.  Conduct and assist in implementing change management to support the information system/software

 

Software Configuration Management Section

1. Facilitate change management processes in enhancing and upgrading existing systems to facilitate adaptation to and transfer of technology

2. Evaluate requirements for system/software change, improvements or enhancements

3. Translate user requirements into functional and technical specifications for programming

4. Conduct systems test to determine functionality

5. Store and maintain system/software documents of developed systems and software

6. Conduct continuous testing and security checks  on developed systems and troubleshoots manageable glitches on existing systems/software

7. Conduct installation of system/software to requesting parties

 

Research and Development Section

1. Conduct research activities that are in support to the development effort of the DOH insofar as systems/process engineering, information systems/software development, security, information systems planning, systems monitoring, enhancement and maintenance are concerned

2. Conduct feasibility studies on IT systems, software development and emerging technologies

3       Conduct continuing research on technical models, quality assurance, social marketing, standards, methodologies, policies and others for formulation and implementation

 

Network and Database Management Division

Functions:

1       Plans, develops and administers DOH database including data planning, processing, manipulation and storage and ensures data integrity and security.

2       Manages information infrastructure to include the computer center operation, data and telecommunication network management, Internet and intranet and computer system upgrades, procurements and maintenance.

3       Conducts researches on available new technology solutions and ensures that DOH is informed on rapidly advancing computing technology as it applies to DOH functions.

4       Conducts technology contingency and capacity planning.

5       Develops and maintains programming templates and shells.

6       Develops, implements and maintains IT standards related to database and network management.

7       Provides technical support including training and continuing end-user education related to databases and network operations and management

 

Database Management Section

1.  Plans and designs database implementation

2.  Installs and configures database clients

3.  Assist the Systems and Software Development Division and the Knowledge Management Division in database management and administration

4. Creates and provides user account and access to assigned server to ensure database security

5. Installs, monitors and manages database servers

6. Plans and defines database standards

7. Plans and maintains database backup/restore operation

8. Ensures and maintains database integrity and authenticity

9. Monitors and optimizes database performance, assess space utilization and growth and recommends upgrades and enhancements

10. Creates, maintains and modifies physical databases ensuring the appropriate links exist and that keys are established to provide processing efficiency

11. Trains end-users on database management and administration

12. Installs, configures, monitors and manages the DOH data warehouse servers to ensure that it is available to all authorized users

13. Provide technical support to all database users

 

Network and Communications Section

1       Plans and designs LAN and communication requirements/updates/expansion

2       Installs and configures network workstations

3       Conducts and monitors data backup and restore operations

4       Creates and monitors user account and access rights to ensure network and server security

5       Provides technical support to all network users

6       Installs, configures and administers LAN servers

7       Monitors and manages LAN switches, hubs and routers

8       Defines and implements networking standards

9       Conducts network capacity planning in coordination with SSDD and KMD based on the identified user requirements in terms of software, database and utilization/access design

10    Provides network security

11    Provides technical assistance (in close coordination with the KMD) in the maintenance of the PABX system

12    Monitors systems performance asses space utilization and growth and recommends upgrades and enhancements

13    Provides, maintains, manages and secures the necessary server and network component for efficient access to various DOH database, application and web servers

14    Provides, maintains, manages and secures the necessary server and network component for efficient access to DOH data warehouse

 

 ICT Resources Management Section

1       Repairs, upgrades and maintains computers, printers and other IT equipment

2       Prepares pre and post inspection report for outside repair of all IT equipment

3       Analyzes and configures computer equipment according to application requirements

4       Conducts inventory of all DOH IT resources and IMS spare parts (including IISD servers and network modules)

5       Conducts user requirement analysis and recommends appropriate IT hardware solutions

6       Facilitates and monitors on-loan computers

7       Acts as IT help desk. Analyzes hardware and virus problems and provides suitable solutions

8       Conducts training on computer hardware troubleshooting and virus detection and prevention

9       Prepares, updates and publishes standard IT resources specifications on DOH intranet web site

10    Acts as clearing house for IT resources specifications (for procurement purposes) to maintain standard equipment and ensure compatibility

11    Assists in the disposal of condemned IT units

12    Maintains the necessary hardware for the efficient utilization of the DOH data warehouse

 

Knowledge Management Division

Functions:

1.     Provides services related to document and records management including collection, dissemination, sharing and access to various corporate data and information using various technologies.

2.    Operates and maintains Internet and intranet application systems.

3.    Operates and maintains DOH telecommunication and data systems.

4.    Manages DOH library resources including software licenses and various documentations of IT application systems.

5.    Provides IT user support services including training, education and support management related to information management.

6       Provide IT consulting services including user coordination, local system development support and information retrieval.

 

Library Management Section

1.    Supports policy development, research and service goals of the DOH

2.    Serves as the official depository of World Health Organization publications in the Philippines

3.    Provides pro-active customer-oriented services like professional and personal assistance to clients in answering inquiries, locating information, and by interpreting and giving instructions on how to use the available information resources in the Library

4.    Manages Library facilities and space that accommodate the Library’s collection and services

5.    Creates and manages a DOH digital library that is available to DOH staff and other health practitioners and stakeholders, anytime and anywhere they may be and implement the Health Resource Gateway, provide for its enhancements, and allocate resources for its maintenance

6.   Establishes an acquisition and collection development policy of the DOH and allocate resources for this activity

7.   Organizes the collection for effective use and preserve the collection especially DOH publications for future generation

8.   Provides bibliographic access to both print and electronic resources through metadata, cataloguing  and enhance access by adding abstracts to bibliographic records

9.  Increases DOH Library’s profile through advocacy, participation, promotion and communication thereby increasing the awareness and use of DOH Library resources and services

10.   Provides technical assistance to other libraries/resource centers in the central office, CHDs, and retained DOH hospitals

 

Records Section

1       Develops policies and establish comprehensive records management system, training and strategy with mechanism of control and maintenance of records creation, utilization, monitoring, storage, preservation, and disposal

2       Makes records available through quick retrieval to support strategic decision-making and compliance to legal requirements

3       Captures, stores, retrieves, preserves and disposes records in compliance to the established record-keeping framework of the DOH

4       Maintains and upkeeps the DOH Administrative Issuance Billboard

5       Provides technical assistance by instituting knowledge attributes in documents

6       Provide document authentication services and organize network with other authenticating government agencies for data sharing

7       Releases and dispatches outgoing documents through messengerial and courier services

8       Manages document imaging system and document tracking information system

9       Manages the DOH Archives Center

10    Provides administrative issuances on information dissemination such as Department Circulars, Memorandum Circulars and Department Memoranda

 

Portal Management Section

1       Content management – creation, management and delivery of content

2       Content repurposing – includes content from multiple disparate data sources

3       Portal library management – ensures that components such as shells, themes, menus, books, pages, layouts, portlets, portlet categories and producers are organized, updated and if required, customized

4       Portal administration – as in any cyber administration, portal administration defines the rights that is given to users

5       Manages workflow of business processes such as document tracking which is usually incorporated in the Intranet portal

6       Supports policy development, research and services goals of the Department by working collaboratively, creatively and efficiently

7       Provides services that support physical and intellectual access to health information resources of DOH staff and other health practitioners and stakeholders

8       Provides assistance and instruction on how to use these resources

9       Provides facilities and space to accommodate the library’s collection and services as well as research study

 

Voice Communication Section

1       Operates and maintains the local telephone or PABX and makes sure PABX is up 24/7

2       Manages direct telephone and cellular phone services

3       Coordinates with telecommunication service providers to ensure optimum service

4       Works with the Network and Database Management Division to migrate from analog to VOIP technology

 

Human  Capital Development on ICT

1.    Conducts IT training to improve the computer literacy of public health workers not only in DOH but in LGUs as well

2       Designs and indentifies specific training program to meet the computing needs of different health workers such as program managers, policy makers and planners, librarians/resource center managers, direct service providers and support staff

3       Conducts training needs analysis

4       Develops training curriculum and training calendar

5       Administers training for ICT courses

6       Develops training manuals and protocols