Vision Pillar # 3 - Iligan Institute of Technology

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Vision Pillar # 3: A Model ICT Organization






MPS
alazar, 2011

Page
36


Summary of
Most Significant ICT Achievements

During

the January 2000


March 2011 Period


ICT Hardware

Doubling the number of computers to almost 900 at present

Increased Internet bandwidth (512kbps to 8 Mbps and
burstable to 12 Mbps)

More powerful servers (latest is a high
-
end server with 4 12
-

core processor & costing almost P 1 Million)

Fiber Optics network, with Wi
-
Fi spots within the campus

CCTV security system, fingerscan TAS, & VOIP (Voice Over
Internet protocol) phone system

ICT Software

e
-
School Management System (e
-
SMS) which is installed in 10
HEIs in Visayas & Mindanao

e
-
Financial Management System (e
-
FMIS) which is used by
MSU
-
IIT for budgeting, accounting and cashiering functions

MSU
-
IIT Online Learning Environment (MOLE) which runs on
MOODLE and being used to conduct online courses

My.IIT portal which allows faculty, staff & students to have
Internet access & manage their accounts

Document Management systems (KnowledgeTree,
My.msuiit.docs)

Other applications already in use at MSU
-
IIT (e
-
Payroll, GSIS
Reconciliation, Online grading system, PIS, leave management,
paperless clearance, etc.)

Vision Pillar # 3: A Model ICT Organization






MPS
alazar, 2011

Page
37





Key Result Areas

State at Start of
CY 2000

State at End of CY 20
10

Major Accomp
lishments for the Jan 2000


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ICT
Infrastructure



1

Number of
Computers


420


More than
8
50

The number of desktop PC’s on campus has also almost doubled
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High Performance Computing Server

Facility (with four 12
-
core
processors), and costing almost P1
Million.



Projects Initiated and Implemented
through
the Computer Facilities & Support Services Unit, ICTC

Vision Pillar # 3: A Model ICT Organization






MPS
alazar, 2011

Page
38


VOIP Server
:


Cisco MCS7800

-

1







3

Internet
Connectivity

512
KBPS

2 E
1 (2MBPS) line, with
redundant 2

E1

Internet access gateway connectivity for MSU
-
IIT has grown
twelve time (12x), from 512kbps to 6Mbps.



4

Campus
Internet
Backbone

Partly Fiber
Optics, Mostly
Copper wire


Fiber Optics to all
buildings


By year 2000, 100Mbps Fiber Optics Cable connects 4
buildings: Main Library, COE, CSM, and CASS buildings


By end of 2009, the Fiber Optics Campus backbone is 1Gbps
and interconnects the following buildings: Admin., CASS, SCS,
CSM, CBA, CED, SET, COE and the BPO facility.


100Mbps Fiber Optics to the Main Library is retained.


B.


ICT Investments


1

Ave. annual
budget

3.0 Million

>> P 10 Million

For the 20
09

ICT Budget P3.94M was provided by the National
Government and the rest (P6.8M) from income.

In CY 2010, more
than P15 Million was invested in ICT.









2

Others


BPO Dev facility

Available for training of graduating students for BPO jobs.









C.

ICT Applications


1

Developed &
Being Used by IIT
for Institutional
Operations

Payroll (x
-
Base),
Student
Registration
System (SRGB

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MOODLE: MSU
-
IIT Online Learning Environment (MOLE)


Knowledge Tree: MSU
-
IIT Docs.



3

Commercialized
Applications


e.SMS, e.FMIS

e
-
SMS is now installed in 2 private colleges & 8 state colleges and
universities in Visayas and Mindanao


Vision Pillar # 3: A Model ICT Organization






MPS
alazar, 2011

Page
39


Details of
some IT A
pplications which

were developed by MSU
-
IIT and Already Being U
sed
:



1.0
electronic School Management System

(
e.SMS
)


Overview of Application

Features of the application






An innovative
computer
-
based solution for tertiary
schools that integrates key
activities from admission,
course scheduling,
registration/enrollment,
assessment, billing,
cashiering, and students
records management. It is a
client
-
server system which
makes use of open
-
s
ourced
software on its server side,
thus making its
implementation very
affordable even for small
tertiary schools


The
e.SMS

is an integrated student records management system with the following features:


Admission Module:
Enables qualified users (usually

the admission officer) to enter
permanent data of students.


Academic Curricula Module:
Allows qualified users (e.g. Registrar personnel) to enter
description of academic programs and subjects or courses.


Pre
-
registration Module:
Facilitates entry of subje
ct offerings and their corresponding
schedules, class size limits, room assignments and faculty. Block scheduling is also
possible. Qualified users are Registrar staff or academic office clerks.


Registration Module:
Handles the registration of students. I
t is made up of three sub
-
modules: Advising, Subject Controlling, and Assessment. A Certificate of Registration
(CoR) is printed after the assessment of the student’s load.


Cashiering Module:
Enables the cashier to accept payment of the student based on th
e
assessed fees. Official receipt for payment received will also be printed.


Grading Module:
Prints grading sheets per subject with grades to be filled
-
in by the
faculty. It will also accept entry of grades by an authorized user.


Records Management/Queries

and Reports:
Generates various reports needed by a
student, academic units, registrar’s office, management and government entities like the
Commission on Higher Education and the Department of Budget and Management.


Financial Reports:
Prepares all cashier
ing related reports and student billings, income
details per cost/profit center, and summarized financial data (e.g. year
-
to
-
date income
reports).





Vision Pillar # 3: A Model ICT Organization






MPS
alazar, 2011

Page
40




2
.0
electronic
Financial
Management
Information
System

(
e.
F
M
I
S
)


Overview of Application

Features
of the application






An integrated financial
management information
system that fa
cilitates the
management of the

financial
resources of
higher education
institutions,

makes
information reliable, up
-
to
-
date, and immediately
available to managers and
decision makers.

It also has an interface that
creates and stores
Journal
Entry Voucher

(
JEV
) data
for use by the
NGAS
-
based
Accounting System

(
NbAS
),
the New Government
Accounting System compliant
application for the
Accounting Office.



Procurement Office Administration Module:
This module facilitates the
preparation of
Purchase Orders (PO's)
, generation and printing of

Vouchers corresponding to
served
PO's

and
deliver
ed items
. The Value
-
Added
-
Taxes (VAT) are also automatically computed and
the corresponding withholding tax certificates for suppliers are printed and attached to the
vouchers.



Budget Administration Module:
The main function of this client module is to ca
pture
and monitor the utilization of the allocated regular budget (account 101), regular income
(account 164), income generating projects (account 161), and various special/trust funds.
This module also contains a routine used to manage the allotment relea
ses per account of
each cost center or office.


Check Management and Cash Disbursement Modules:
The Treasurer or the Cashiering
Office is the user of these modules. Vouchers processed for payment are given sequential
numbers that are automatically generated

based on fund classification. The check
management module has a facility to aggregate several vouchers to be paid by one check
(usually same payee, same fund). The amount to be printed on a check is extracted via a
lookup table of vouchers for payment, ag
gregating vouchers as needed.


NbAS Processing and Reports Generation:
Primarily used by the

Accounting Office
,
t
his automated accounting system is patterned after the New Government Accounting
System (NGAS) formulated by the Commission On Audit (COA) and
the Department of
Budget and Management (DBM).

o

At specific accounting periods, journals

are generated from posted data
. These Journals
are then posted onto the General Ledger. Data are also posted onto Subsidiary Ledgers
from the Reports of Checks Issued (
e.FMIS) and other manual entry processes.

The
Trial Balance and other monthly and yearly reports (Balance Sheets, Statements of
Income
and Expenses, Cash Flows, etc.)

are then generated
.




Vision Pillar # 3: A Model ICT Organization






MPS
alazar, 2011

Page
41




4.0
My.IIT


The all
-
new web portal for Students, Faculty &
Staff


Overview of Application

Features of the application





my.iit.edu.ph
web portal
was
created
early in 2010 to serve
as the secure access gateway
for web services and
applications that are being
provided to specific
constituents of MSU
-
IIT.
It is
made possible with a

partnership with Google, Inc.
through Google Apps
Education Edition
where
MSU
-
IIT is a subscriber since
2007.



G.MSUIIT Mail



With over 7GB of space that’s constantly growing.



W
ith Google's powerful spam blocking technology



Keep
any message you might need down the road, and then find it fast with
Google search



Send mail, read new messages and search your archives instantly from your
phone



G.MSUIIT Groups



Create and manage group mailing lists without the help of an administrator



Ma
nage
one’s
memberships and settings directly from a convenient web
interface



View and search across archives of existing group communications



Star and monitor topics of interest



G.MSUIIT Docs



Keep your documents current.

It's easy to make sure everyone see
s the most updated version of
one’s
file,
everytime
, with a
record
of addition/deletion being available.



Edit documents and spreadsheets from anywhere
, through a Web browser.
Share
changes in real
-
time.

Others
can be i
nvite
d to share and edit

documents/spreadsheets and make changes together, at the same time.



G.
M
SUIIT Calendar



Organize your schedule and share events
and calendars
with ease

with other
people

one
need
s

to stay in sync with
.



See your own agenda next to calendars shared with you
to see the big picture



Stay on schedule on
-
the
-
go with mobile access and even SMS appointment
reminders

Vision Pillar # 3: A Model ICT Organization






MPS
alazar, 2011

Page
42




G.MSUIIT Sites



Create rich web pages easily



Collect all your info in one place



Control who can view and edit



G.MSUIIT Wave

A

real
-
time communication tool. It's a shared space on the web that updates in real
-
time and supports rich media and gadgets.
It can handle a)
Discussion
; b)
Task
tracking
; c)
Meeting
; d)
Document
; and e)
Brainstorm
ing


Plus, My.IIT will assist
a registered

user
in doing university
-
related transactions within
MSU
-
IIT and keeps
him/her
updated...




For Students



Automated Course Advising and Controlling of Subjects (
testing phase...
)



Electronic Copy of the Certificate of Registration (COR)



Grades Inquiry and
Evaluation of Records



INC Grade Monitor



List of Liabilities (Clearance Items)



Course Offering (Subject Actual Count)



Faculty Evaluation (
coming soon...
)



Analytics
-

Academic Data Visualization
:



Graphical presentation of student performance




For Faculty and

Lecturers



Teaching Load of the Current Semester



List of Subjects Handled (Class Lists and Report of Grades Entry)



Class Advisees Monitor



INC Grade Monitor



Payroll Information



List of Acknowledgment Receipt for Equipment (ARE)



Leave Management (For Regular

Faculty only)

Vision Pillar # 3: A Model ICT Organization






MPS
alazar, 2011

Page
43




Analytics
-

Academic and Financial Data Visualization
:



Graphical presentation of grades and other data as mined



Graphical presentation of mined financial data accessible to heads of
departments and colleges only



Faculty Peer and Supervisor
Evaluation (
coming soon...
)




For Staff



Clearance Management (
coming soon...
)



Daily Time Record (DTR)



Payroll Information



List of Acknowledgment Receipt for Equipment (ARE)



Leave Management



Analytics
-

Financial Data Visualization
:



Graphical presentation of

mined financial data accessible to heads of
departments and colleges only







4.0 MSU
-
IIT Mobile Information System


Overview of Application

Features of the application





A
wireless broadcast system
of MSU
-
IIT, bringing you the
power of information at your
fingertips. It is available to
Globe Subscribers

only!


The system allows students to inquire, through texting, about their grades and fees,
receive communication from
Registrar’s and Cashier’s Office and other announcements.


State of the art technology through a partnership with INNOVE Communications and
Globe Telecom has made this system possible.





Vision Pillar # 3: A Model ICT Organization






MPS
alazar, 2011

Page
44




4.0
Other services accessible using the My.IIT account


Name

of Application

Features of the application






MSU
-
IIT Online Learning
Environment (MOLÉ)

MOLÉ is MSU
-
IIT's Online Learning Environment. It is a web
-
based portal (powered by Moodle) that
connects you to your classroom virtually at your convenience, wherever, whenever.





MSU
-
IIT Document
Management Sytem (MSU
-
IIT Docs)

MSU
-
IIT Docs

is MSU
-
IIT's Document Management System which is powered by KnowledgeTree
Document Management System
-

Community Edition. It is an on
-
line repository for the: a) BOR
Resolutions, b) Special Orders, and c) other issuance from the Offices of the Chancellor
and the Vice
Chancellors.





My.IIT Instant Messaging
System

My.IIT users can chat with each other in real
-
time, using any Jabber (XMPP) client program
(e.g., Pandion)





Payroll System (IITPAY)

The Payroll System is a component of the Human Resource

Information System (HRIS). This
application can generate different types of payrolls usually being implemented in any
government institution.

A table
-
based facility is used for computing mandated deductions such as withholding taxes
(BIR), GSIS, Pag
-
ibig
and Philhealth Premiums. Other optional or negotiated deductions may
also be incorporated.

It has also a posting routine used by the Accounting Office to create JEV (Journal Entry
Voucher) entries onto an accounting applications table. JEV entries are als
o printed per
payroll register. Once posted, the payroll data is automatically locked.

The report module generates reports of deductions remittances to the GSIS, PAGIBIG,
PhilHealth, BIR, and other institutions with deduction agreement. In addition, there

is a
module that extracts deductions data for export to the GSIS and PhilHealth supplied
applications.