The management information system of Polytechnic University of the Philippines is made up of five major components namely people, business processes, data, hardware, and software. All these components work together to achieve the institutional objectives.

The components of PUP’s MIS are as follows:

PEOPLE

These are the users who use the information system to record the day-to-day transactions. The users are usually qualified professionals such as accountants, human resource managers, etc. The ICT Office has the support staff who ensure that the system is running properly.

Network and Systems Administration Section

This section is responsible for the development, management, operation, and improvement of the University ICT infrastructure (software, networks and systems).

Information Security and Data Management Section

This section manages and monitors the information security, security operations center, and the data centers of the University.

Information Systems Development Section

This section develops new or enhances existing University Portals, Information Systems, Online Services, and application systems (apps) based on the set specifications agreed upon with the process owners and perform quality control and testing to developed systems.

Operations and Support Management Section

This section manages and monitors Level 1 support (walk-in and online) for ICTO-managed information systems, services and processes.

ACADEMIC PROCESS AND PROCEDURES

These are agreed upon best practices that guide the users and all other components on how to work efficiently. These procedures are developed by the people i.e. users, process owners, subject matter experts or consultants, etc.

Online Student Support and Services Action Center (OSSSAC Portal)

This portal service is a commitment to the policy of full public disclosure of all its transactions and desire to deliver fast and efficient service to the PUP students during the new normal. PUP has launched the ONLINE STUDENT SUPPORT SERVICES CENTER (OSSSAC) which is the University’s frontline service dedicated to answer student queries and concerns related to admission, enrollment, library processes, etc.

Faculty Online Evaluation using the INSTRUCTION AND TEACHING EFFECTIVENESS EVALUATION SYSTEM (ITEES)

Formerly known as Online Faculty Evaluation System (OFES). Organizationally, results from the ITEES are important inputs to the academic heads and administrators on how to enhance teacher practice and improve effectiveness, which will then lead to improvement in student learning and achievement. Institutionally, the ITEES will also serve as a basis for the Performance Management Team (PMT) in crafting policies and guidelines that will improve the overall quality of the University’s educational services. Specifically, the instructional and teaching effectiveness evaluation is intended as the basis for:

• Improvement of the teaching-learning system in the University

• Professional growth and development: A program for faculty members

• Retention/promotion of faculty members

• Allowed Teaching Units

Online Surveys

Results from the surveys can be used as a basis for the decision of management. Examples of online surveys are Guidance Student Needs Assessment Survey, Flexible Technology-Enhanced Learning (FLEXTEL), and Graduate Tracer Study.

OPEN UNIVERSITY LEARNING MANAGEMENT SYSTEM

The Polytechnic University of the Philippines has been using its Moodle-based learning management system called “e-Mabini”, for almost ten (10) years at the Open University System (OUS). The eMabini is the University’s a solution for the administration, documentation, tracking, reporting, automation and delivery of educational courses, training programs, or learning and development programs. The e-Mabini is designed to identify training and learning gaps, utilizing analytical data and reporting.

PUP’s LMS is focused on online learning delivery but supports a range of uses, acting as a platform for online content, including courses, both asynchronous-based and synchronous-based. It also offers classroom management for instructor-led training or a flipped classroom, used in higher education. Ultimate setup of PUP’s e-Mabini includes intelligent algorithms to make automated recommendations for courses based on a user's skill profile as well as extract metadata from learning materials in order to make such recommendations even more accurate.

DATA

The recorded day to day activity of transactions done by the users in accordance with the process and procedures.

OFFICE OF THE PRESIDENT

Board Resolutions

Board Resolutions are legal documents that also serve as compliance

documents when the board has been asked to prove that the board and/or its

shareholders made certain decisions regarding the company or organization.

VICE PRESIDENT FOR STUDENT AFFAIRS AND SERVICES/

VICEPRESIDENET FOR BRANCHES AND CAMPUSES

Admission Data

Admission data include information relating to the number of applications

received by Polytechnic University of the Philippines, the number of

applications submitted to each major, academic indicators of incoming

students, and other demographic information regarding applicants.

Enrollment Data

The enrollment data reported are from the Office of the University Registrar, Student Information System database. The database contains enrollments during the First Semester, Second Semester, and Summer on all academic level such as Laboratory High School, Senior High School, College, Graduate Studies, Open University System and across all PUP Branches and Campuses.

Student Data

In education, student data includes student’s personal information (e.g., a student’s age, gender, race, place of residence), enrollment information (e.g., the school a student attends, a student’s current year level and years of attendance), academic information (e.g., the courses a student completed, the grades a students earned, the academic requirements a student has fulfilled), and various other forms of data collected and used by Polytechnic University of the Philippines.

Alumni Data

Alumni data is used only for university purposes, such as promoting alumni events and programming, fundraising, and institutional research, such as accreditation, academic department assessment and other statistical measures that help program development.

VICE PRESIDENT FOR ACADEMIC AFFAIRS

Academic Data

Academic data includes curriculum, program offerings, course information, description and syllabus (it can be explained best by VPAA sector).

VICE PRESIDENT FOR ADMINISTRATION

Faculty and Personnel Data

Handled by Human Resource Management Office, faculty and personnel data include personal information, skills, duties and performance to be used for on-boarding, recruitment, workload management and performance tracking.

Legal Data

Handled by the University Legal Counsel Office, legal data includes contracts, Agency’s legal issues and resolution, etc.

Property and Supply Inventory Data

Handled by the Property and Supplies Management Office, includes stock cards, ledger cards, acknowledgement receipts, and physical count inventories.

VICE PRESIDENT FOR FINANCE

Financial Data

Polytechnic University of the Philippines’ financial data includes Annual Financial Report, Financial Statements, Budget and Financial Reports, Report of Collections and Deposits.

VICE PRESIDENT FOR RESEARCH, EXTENSION AND DEVELOPMENT

Research Data

Database on PUP published journals uploaded in the PUP Online Journal System

HARDWARE

Hardware is made up of the computers, printers, networking devices, etc. The hardware provides the computing power for processing data collected by the process. It also provides networking and printing capabilities for sharing the resources. The hardware speeds up the processing of data into information depending on the needs of the users.

Network Connectivity and Web Presence

The PUP ICT Office maintains the PUP data center that houses the servers for the existing in-house developed and maintained application systems, the PUP official website and network services. The office also maintains the inter-campus network infrastructure of the University located inside the two server rooms of ICTO and one in the Main Academic Building. ICTO is interconnected with the four sites in Sta. Mesa, Manila outside the Main Campus (College of Engineering, College of Communication, Institute of Technology, and Graduate School) via IP Radio. While, it is interconnected with nineteen remote branches and campuses thru Virtual Private Connection (VPN) via Internet to access the website and applications systems. Currently, PUP is currently subscribed to 2Gbps Redundant Internet connection provided by ePLDT.

PUP has migrated to an IP-based communication since 2013 by replacing the old PBX with a new IP-PBX. It has a deployment of 166 IP phones, 36 analog units, and 2 digital phones with 30-B channels ISDN subscription. The IP-PBX also has GSM gateway allowing selected users to call Smart, Talk ‘N Text and Sun mobile numbers.

PUP ranks #6 HEI out of 231 Philippine higher-education-related organization based on the January 2020 web ranking or online popularity by UniRank (formerly 4 International Colleges & Universities or 4icu.org), an international higher education search engine and directory reviewing accredited institutions in the world. Furthermore, according to the 2019 UniRank Report on University Ranking, the PUP official Facebook page ranks #120 most popular out of 8,293 official University Facebook pages worldwide and ranks #5 in the Philippines. The PUP official Twitter page also ranks #5 in the Philippines. According to the 2019 Webometrics Ranking of World Universities, the PUP ranks #14 in its Top 200 Colleges and Universities in the Philippines, which aims to provide reliable, multidimensional, updated and useful information about the performance of universities from all over the world based on their web presence and impact.

SOFTWARE

These are programs that run on the hardware. The software is broken down into two major categories namely system software and applications software. System software refers to the operating system i.e. Windows, Mac OS, and Ubuntu, etc. Applications software refers to specialized software for accomplishing academic tasks such as a Portals for Financial Management, Personnel, Student, Academic Management, and Research and Development. Such developments are as follows:

In-house Developed Information Systems

• PUP Personnel Portal

• PUP Online Surveys

• PUP Instruction and Teaching Effectiveness Evaluation System (ITEES)

• PUP Online Service Request for Faculty and Administrative Employees (OSRFAE) (formerly OCSS)

• PUP Supplies Inventory Management System (SIMS)

Outsourced Information Systems

• PUP Student Information System

Open Source Applications

• PUP Communication Tracking System

• PUP eMabini Open University Learning Management System

• PUP Online Student Support and Services Action Center (OSSSAC) Portal

PUP Personnel Portal

• Personal Data Management

• Attendance Management

• Leave Management

• Medical Information

Impact: Reduce the cost in using Timecard and Leave Form, Streamline the submission and processing of DTR and Leave Form.

PUP Instruction and Teaching Effectiveness Evaluation System (ITEES)

• Online Student Faculty Evaluation

• Online Supervisor Faculty Evaluation

Impact: Improvements of the teaching-learning system in the University

PUP Online Document Request System

Client module

• Request submodule

• Profile submodule

• List of Request submodule

Evaluation module

• Receiving/payment verification submodule

• Processing submodule

Impact: Streamline the requesting and processing of documents and reduce long queues inside the university

PUP Document Management System for the PUP Office of the University and Board Secretary

• Online submission of Sectors Agenda

• Organizing Submitted Agenda

Impact: Streamline the process of submission of agenda and reduce the cost of printing of documents

PUP ePayslip

• Viewing of payslip online

• Sending of payslip to PUP Webmail

Impact: Eliminate the cost on printing of payslip

PUP Online Client Satisfaction Survey

Online CSS Form

Impact: Eliminate the cost on printing of CSS Form and Improves the quality of service given by the staff in the University

Impact: Eliminate the cost on printing of payslip

PUP Visitor Appointment Scheduling System

• Create appointment

• Update appointment

Impact: Reduce long queues inside the university

PUP Queueing System

• Call queue number

Impact: Reduce long queues inside the university

PUP Supply Inventory Management System

Features of SIMS: Real time recon of PSMO vs accounting

Acceptance of Delivered Supplies

Records the details of inventory items after the inspection and verification of the Inspection Management Office. Posted are details of Purchase Order/ Agency Purchase Request, Invoice Details, Delivery Receipt, Quantity Delivered, and Unit Cost.

Supplies Requisition

Enable the authorized employee of the requesting office to prepare RIS by selecting the available supplies, entering the quantity, and purpose to the system. Once approved, the employee may print the RIS and have it signed by the Head of Office and Sector Head.

The system reserves the approved supplies within the validity period of RIS, 3 working days after the approval for offices in Main Campus; 5 working days after the approval for offices in Branches. However, once the RIS has expired, all items will be added to the system as available.

Issuance of Supplies - Once the RIS is validated, the assigned PSMO may release and record the authorized personnel who received the supplies to the system.

Inventory Supplies Monitoring - Generates a Stock Card and Ledger Card.

Report of Supplies and Materials Issued - Generates RSMI.

Report on the Physical Count of Inventories - Generates RPCI.

Impact: PUP SIMS provides end-to-end process from the delivery to the issuance of supplies which leads to better inventory accuracy.

• Can generate real-time Reports, saves the time spent of PSMO in report preparation.

• PUP Online Student Support Services Action Center (PUP OSSSAC) (Decision Making Process using IT)

PUP OSSSAC - is an online system that provides the clients (Guest, Parents, Faculty, Students, Employee, etc.) the equivalence of a one-on-one customer service like experience. Answering inquiries and providing them solutions via the OSSSAC messaging facility.

• ICT Enabled Systems in the Governance and Management of the University

PUP Document Management System for the PUP Office of the University and Board Secretary (PUP OUBS DMS) - streamline the process of agenda submitted by the Office Sectors to be presented to the board members.

OVPAA

PUP INSTRUCTION AND TEACHING EFFECTIVENESS EVALUATION SYSTEM (PUP ITEES) - the instructional and teaching effectiveness evaluation is intended as the basis for:

• Improvement of the teaching-learning system in the University

• Professional growth and development program for faculty members

• Retention/promotion of faculty members

• Allowed Teaching Units

• Hybrid approach in the development process such as:

Water Fall principle to Agile using Scrum

This is a type of methodology that addresses the change management of software development to respond to immediate needs of the user. The water fall principle is a step by procedure in the development where it needs to get the requirements ahead of time. But if the users need to adjust the requirements during the creation process, the methodology will be changed to an agile approach using scrum. This is an iterative process where in the much after and quick response to constant changing requirements of the users.

• Moving from silo systems into interconnected and integrated systems.

• ICTO introduces Project Managers for each sector to guide and assist in converting their functional requirements into a computer program in the system that gives value to the university.

• ICTO implemented the Hyperconverged infrastructure (HCI), these solution upgrade its siloed servers, a unified system that combines all the elements of a traditional data center: storage, compute, networking and management. Through HCI virtualization, this solution offers high availability of service and maximize the cost of investment for capital outlay.