Information is the life-blood of a decision – making.

The top management based their decisions

on the available information. Thus, information must be organized, processed and available for
it to be a source of learning, a benefit, not a burden. And this is where information system
comes in – to organize and process the available information for the efficiency and effectivity of
the organization’s function, production and performance.

And now we are here to present the information system of the Department of Science and
Technology 8, the challenges they faced, their Green IT practices and the findings and
recommendations the researchers came up after conducting the study.

Before anything else, here is a short introduction about DOST 8.

The Philippines' Department of Science and Technology (DOST) or Kagawaran ng Agham at

Teknolohiya, is the executive department of the Philippine Government responsible for the
coordination of science and technology-related projects in the Philippines and to formulate
policies and projects in the fields of science and technology in support of national development.

It is based at the Government Center, Candahug, Palo, Leyte, Philippines.

Its mission is to direct, lead, and coordinate the country's scientific and technological efforts
geared towards maximum economic and social benefits for the people.

The long term vision of DOST 8 is to be provider of world-class scientific, technological and
innovative solutions that will lead to higher productivity and better quality of life.

DOST VIII's core values can be encompassed by the word "iELITE".

This word stands for "Innovation, Excellence, Leadership, Integrity, Teamwork,

Empowerment".

The word is reflective of the organization's attitude in providing quality S&T services by the
people in Region VIII.

DOST VIII has been the subject of the study because of its broad scope in terms of its operations
and the information systems they adapt. Such information system includes TRACE, TOMS –
ROS, VRAMS, IMPRESSION – REGION VIII, IMPRESSION – CENTRAL, HANDA, SMIS EXPLORE,
HRMIS, DOST FILE SERVER, RICE and Epromis.
First is the Human Resource Management Information System.

The HR team deals with all manner of issues, but the key to resolving them quickly is the
same in most cases –it is the easy access to relevant data. In almost all cases, a fully-featured
HR and payroll system will provide the storage, retrieval and analysis tools required to answer
employment issues and improve departmental efficiency in general.

To address those issues, DOST adapted the Human Resource Management

Information System (HRMIS) which is a comprehensive and proactive human resources system
designed to provide a single interface for government employees to perform the human
resources management functions efficiently and effectively.

Information captured in this system includes the employee information, benefits

programs and benefits claims, education, employment equity, grievances, health and safety
and accident reporting, leave and leave entitlement, salary information, security/reliability
clearances, skills, tests and training courses.

This 2019, they will be adapting the HR PRIME to update the HRMIS they are currently
using. Just last month the DOST VIII-HRMO went through a one-day assessment in line with the
PRIME which means Program to Institutionalize Meritocracy and Excellence in Human Resource
Management (PRIME-HRM) to comply for the human resource standards. PRIME-HRM will
assess four human resource systems, namely Recruitment, Selection and Placement
(RSP),Learning and Development (L&D), Performance Management and Rewards and
Recognition. The results of the assessment will be in providing technical assistance and
developmental interventions customized to the gaps identified in DOST VIII.

CUSTOMER RELATIONS MANAGEMENT INFORMATION SYSTEM

Next is the Customer Relations Management Information System. We all agree that the better
our relationship to the customers, the easier to conduct business and to generate revenue. To
maintain such good rapport, DOST 8 is using a customer feedback form to improve the services
they provide and deliver delight to them.

DOST is distributing Science and Technology Academic and Research-Based Openly

Operated KioskS, STARBOOKS for short. This program of DOST aims to provide Science and
Technology-based educational and learning resources in various formats to geographically-
isolated schools and local government units throughout the country as well as enhance the
educational competence of students in its beneficiary schools.

Another program is the Small Enterprise Technology Upgrading Program (SETUP). It an

online shop to help MSMEs to market and sell their products. This aims to empower the
homegrown products of the Philippines.

FINANCIAL MANAGEMENT INFORMATION SYSTEM

DOST, just like other government agencies use a standardized accounting program for their
financial management which is the enhanced New Government Accounting System (eNGAS).
According to the intreviewee, there is an upcoming system to be implemented to all
government agencies which is the Philippine Government Electronic Procurement System
(PhilGEPS). The PhilGEPS is the centralized electronic portal that serves as the primary and
definitive source of information on government procurement.

OPERATIONS MANAGEMENT INFORMATION SYSTEM

The information system DOST adapted from the national concerning their operations are:

FIRST:

Tracking, Retrieval, Archiving of Communications for Efficiency (TRACE)

It is basically a network for communication of the employees wherein they post

information or memoranda. They tag the concerned persons so that they will be notified. The
good thing about this system is that it can be accessed through mobile devices, so employees
can be notified of certain information even when not in the office. This system also eliminates
the need for filing cabinets for archiving. However, this system is only for internal purpose and
cannot be accessed by the public.

Travel Order Management System – Regional Operations (TOMS – RO)

This system is also for internal purposes. This is where the DOST Regional Director seeks
approval for travels and other activities from undersecretary in the Central Office, also
eliminating the need for paper works.

Vehicle Reservation and Travel Order Management System (VRAMS)

This system is for employees seeking approval for travels from the Regional
Director.

Information and Monitoring Projects, Services and S and T Interventions Management System
(IMPRESSION VIII)

This system is accessible by the public. It is where one can view the projects by the DOST
in different places in the region. The public can see the projects’ information, progress, and
status. There are different charts in this system which can be used for data analytics. For
example, they have this SETUP Project which was started on 2003 and its status can be viewed
it IMPRESSION.

Information and Monitoring Projects, Services and S and T Interventions Management System –
Central (IMPRESSION – CENTRAL)

All IMPRESSIONs in all DOST offices across the country are synchronized to the central
server in Diliman. In this system, the public can view all of DOSTs project all over the country.

Scholarship Management Information System (SMIS)

 This system provides data about the scholarship programs of DOST. It is still new, so the
data inputted into the system is still for the Leyte province. It basically provides the number of
DOST scholars there are in different municipalities, cities, or provinces. This is useful in
providing information for budgeting purposes, because the officials have to know the number
of scholars in certain places in order to allocate the right amount of funding.

Exchange of Probes, Learnings and Outputs of Researches Information System (EXPLORE)

This is basically a listing of all Research and Development projects that already exist. This
can help researchers avoid multiplicity of projects so that they can come up with their new and
original works.

DOST-VIII File Server

Another system that the DOST 8 is using is the Data File Server wherein all the common
files are saved and this serves as their back –up in times of disasters or fortuitous events
happen.

Regional Invention Contest Exhibits Scoring System (RICE)

DOST8 holds an invention contest every two years in order to help local inventors
showcase their original products or works and have them patented. They use this system for
faster scoring, judging, and ranking of the many participants.

GREEN IT PRACTICES:

As the pace of technology adoption increases and use of IT accelerates, it is important

for organizations to consider how it can help manage the effects of IT on the environment.
Green IT practices are then introduced to ensure this environmentally sustainable computing.

One practice is improving the internet connections to enable face-to-face meetings

through video-telecons, thus, reducing the need to travel and use cars in order to decrease
energy usage and the attendant pollution from vehicle use.
 Another IT practice is the transfer of data through computers which then minimizes the
use of paper for the conservation of trees.

Aside from the Green IT practices, DOST VIII also has disaster-related technology which
is Hazard Notification, Dissemination and Awareness Information System (HANDA). This
information system is in partnership with PAG – ASA, PHIVOLCS and NDRRMC for weather and
hazard updates.

Although DOST 8 has adapted such innovative information system, they are still facing
challenges especially upon the implementation of the systems. And now here is my Japheth
Caandoy to discuss the issues or challenges faced by DOST 8.