Internship Report on IT support to MIS at NCHD

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-


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


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.


- 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


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


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

Roll # L – 519679, MBA-IT Program, Session 2002 - 04

1

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


2

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


4

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





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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.





7

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?

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________





8

- 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.

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________





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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





10


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.





11


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





12

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





13

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.





14

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





15

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?



Methods of Research


16

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



Methods of Research


17

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



Methods of Research


18

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.

http://www.nchd.org.pk/



Current Issues


19

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



Current Issues


20

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.



Current Issues


21

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.



Causes of Analysis


22

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.



Causes of Analysis


23

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.



Causes of Analysis


24

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 Analysis


25

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



Effects after Analysis


26

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.



Problem Analysis


27

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.



Result


28

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



Result


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.



Solution Criteria


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.



Solution Criteria


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.



Solution Criteria


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.



Recommendations


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



Recommendations


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.



Benefits


35

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.



Benefits


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.



Weaknesses


37

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.



Suggestions for Improvements


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.



Suggestions for Improvements


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.



Conclusion


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.



Conclusion


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.



References


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


ii. Hardware 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.


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


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.


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


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:


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


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 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:


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


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


Page vi

5. Payments against fuel consumption, maintenance of vehicle, rented vehicles etc

6. Program wise, activity based payments etc.


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:


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


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


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.



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:


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


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


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.




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:


Pre-Audit Payment System would be strengthen

Bank Reconciliation activity will leave chances to complete in hassle and bustle.

- Problem Analysis:


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


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


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.




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


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


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


Page xi

SR.


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,


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


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


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


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


i. Hardware 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


Office Application Tools MS- OFFICE 2000


InPage etc

SR.


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


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


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


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


i. Hardware Support:

SR.


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


taken using the shared computer in IT Section, as and when

required



FACT SHEET – C


Page xviii


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:



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.


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


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.


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.


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.


Types of Reports generated: List of key reports is given as under: -

Monthly Monitoring Reports (SOs,

FS/FT, enrollment activities etc)

FACT SHEET – C


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:


- 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


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


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.




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


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:


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:


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


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


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.




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


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



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

FACT SHEET – C


Page xxiv



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


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


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:


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


i. Hardware:

SR.


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


Page xxvii

SR.


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



required




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.





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


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

FACT SHEET – D


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.


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

FACT SHEET – D


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.


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.



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


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:


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


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.




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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Page xxxi

- Effects:


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


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


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





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Soft Copy Pertains to File is give the Name




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.




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


statements

It would save from laborious work of data entry for worksheet(s) on different eight sub

areas.

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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



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.



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.


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.

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Page xxxiv

SR.


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,


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.

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Page xxxv

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:


In Association with: Assistant District Program Officer (ADPO) 04

Community Social Mobilizer (CSM) 61


i. Hardware:

SR.


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



required



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Page xxxvi


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)





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.



- EXCEL is being used to record the data

against registration of volunteers as per

prescribed form.

FACT SHEET – E


Page xxxvii

- 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.


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.



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:


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

FACT SHEET – E


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


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.




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:


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.

FACT SHEET – E


Page xxxix

- Lack with the desired level of skills results in consumption of time more than the desired

to complete a specific task.

- Result


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


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.




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


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


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



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.



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]

[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

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Internship Report on IT support to MIS at NCHD

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