1. A Look at the DPWH Road Information and Management Support System (RIMSS) Chief Information Officers Forum Public Service 2.0: From E-Government to E-Governance InterContinental Manila June 22-23, 2010 1 B. Elizabeth E. Yap, Director Monitoring and Information Service Department of Public Works and Highways

2.  Why RIMSS?  Approach to RIMSS ◦ Organization Development Intervention ◦ Use of Enabling ICT  Change Management  Highlights of Achievements and Future Plans  Lessons Learned 2

3. Road Improvement PROGRAM Asset Preservation Institutional Capacity Development Business Process Improvement Corporate Effectiveness Strategic Sector Reform Training and Workshops

4.  Road Information and Management Support System (RIMSS)  Funding sources World Bank - under the Highway Management Program (HMP) until June 2000. - under the National Roads Improvement and Management Project (NRIMP) from 2001- 2007 (phase 1); 2009-2012 (phase 2). Asian Development Bank 6th Roads Project. The RIMSS Project… …the Beginning …the Beginning

5.  Traditional Development approaches: ◦ Often constrained by existing policies and organizational structures or, ◦ Tried to change policies through the implementation of technology without prior approval ◦ Do not seek to improve processes.  Implementation: ◦ Often proved unsustainable. ◦ Resulted in lost benefits due to lack of reforms, supporting policies, buy-in, and institutionalization. 5

6. To improve the quality and delivery of DPWH services in the provision and management of the road system. Specific Objectives  improve the business processes in DPWH;  design a RIMSS to support the improved processes;  manage the process of change; and  equip DPWH with a means to support the new processes. BUSINESS REFORMS SUPPORTED BY INFORMATION TECHNOLOGY

7.  An Organization Development (OD) Intervention focusing on reengineering business processes through enabling ICT  Participatory and top-down  Recommendations on changes on both procedural and policy levels  Implement organizational changes, policies and regulations needed to support new procedures with the associated applications (systems).  Utilize the power of IT ◦ Implement the supporting technical infrastructure. 7

8. PlanningDesign Construction Maintenance Core Processes Support Processes Procurement Management Financial Management Physical Resource Management Human Resources Management Information Management Management Processes Strategic Planning Monitoring and Control

9. 9 Strategic Assessment As-Is Analysis To-Be Analysis Redesign Implementation Five Stages of Business Process Reengineering (BPR) at the DPWH Project Management Process Management Change Management Risk Management Technology Management

10. 10 Strategic Management Stage individual interview with Executive Committee (ExCom) members as to their issues, concerns, and requirements ExCom members revisited the mandate and mission to formulate the Vision and Critical Success Factors

11. 11 As-Is Analysis Stage workshops with more than 100 personnel and process owners from the Central, Regional, and District offices to identify issues, barriers and opportunities, assess current technology, etc. Interview with more than 30 external stakeholders to review and analyze current practices, and other issues

12. 12 To-Be Analysis Stage technical experts presented best practices in workshops with process owners and external stakeholders; benchmarking survey results from other countries were analyzed; vision statements and recommendations for each process were formulated; change requirements were evaluated

13. Vision Statements Recommendations  Old Way - New Way  Barriers to Change  Legislative/Regulatory Issues  Impact on DPWH  Investments needed  Benefits All Business Areas High Level Models Implementation Plans Leadership Team Prioritize Improvements

14. 14 Depiction of Integrated Processes to Demonstrate Complexity of Integration

15. 15 Redesign Stage Identified the data needed Designed ideal process flow and assessed impacts Gap analysis between As-Is and To-Be

16. 16 Implementation Stage core ICT infrastructure projects business improvement projects and their associated computer applications define new policies and procedures or enhance existing ones develop and pilot enabling application systems train end-users prior to implementation

17. STRATEGIC MANAGEMENT IDENTIFIEDIDENTIFIED USERUSER NEEDSNEEDS SERVICEDSERVICED USERUSER NEEDSNEEDS Operational Goals PlanBuildOperate Standards and Methods Network Planning and Multiyear Programming Bridge Management Traffic Information and Analysis Assessment and Feasibility Post Evaluation Pavement Management Safety Project Management / Contract Management Land Acquisition Design Review Cost Estimation Design Surveys Design Tools EMK Maintenance Management Financial Mgmt. Billing and Payments Payroll Accounting Balances Budget DPWH Communication Network Highway Infra Data Information Technology Framework Information Management Planning Rapid Application Development Process Information Technology Help Desk Locational Referencing Info Management Organization Data Administration DPWH Website – E-Commerce Contracts Bid and Award Contractor Performance Tracking Pre-Qualification Performance Appraisal Employee Satisfaction Employee Selection Human Resource Planning HR Training Quality Assurance Strategic Planning Performance Indicators Policies and Procedures Public Relations Implementation Schedule NRIMP1 NRIMP2 NRIMP3 ADB HMP Network Goals Financial Management Physical Resource Management Human Resource Management Information Management Procurement Management SUPPORT PROCESSES CORE PROCESSES Figure 1.0 DPWH Enterprise Model GOP Physical Resource Management Physical Resource Acquisition Facilities Management

18.  Information Technology Architecture ◦ Data ◦ Applications ◦ Technology  Technology Infrastructure ◦ Network ◦ Computers and Software ◦ Geographic Information System ◦ Database Management ◦ IT Training and Help Desk  IT Organization 18

19. 19 People Process Technology

23. 23 Highway Imaging - video pictures at 10 meter intervals Digital Photographs of Kilometer Posts and other Locational Referencing Points ( LRPs) Digital Photographs of Nodes Centerline coordinates of National Roads used in GIS to enable display of condition, roughness, traffic etc. Roughness Data (IRI) over 100m lengths of National Road Network Database of Road Sections and DPWH Managing Offices

24. 24 DPWH Enterprise GIS on the Internal Web Enterprise GIS using ESRI ArcIMS on internal network. A web-based front end is being established to make data available to a wide number of users in Central and Regional Offices, including those in Planning, Design, Construction and Maintenance functions.

25. Road and Bridge Information Application (RBIA) and its Uses 14 INPUTS DATABASES USERS Road Inventory Right of Way Video Manual / Semi- Automated data Automated Data Bridge Inspections ROAD CONDITION (roughness) ROAD INVENTORY ROAD CONDITION (visual) BRIDGE INVENTORY BRIDGE CONDITION TRAFFIC DATA Network Definition Road Names, Road Sections, LRPs, Nodes PMS/HDM-4 (DPD, PS) Pavement Mngt. System/ Highway Dev’t. & Mngt tool BMS (DPD, PS) Bridge Management System MYPS (DPD, PD, PS) Multi Year Programming and Scheduling Application RMMS (BOM) Routine Maintenance & Management System General Road Network Information Reporting for Planning Purposes Other Users Base Mapping, GPS Surveys GIS RBIA

26. 26  One time submission of documents to register and update information at any time  Eligibility is done using the Registry  Contractor information is verified against the Contract Profile  Only eligible contractors can bid  Allows new applications for registration anytime  Strike Rules incorporated in the system

27. HEAD OFFICE LEGEND: REGIONAL OFFICES DPWH Wide Area Network 16 Regional Offices and 53 Pilot District Engineering Offices (DEOs) Connected 1 st Tarlac ED 2 nd Tarlac SED Bataan ED Bataan SED 1 st Bulacan ED 2 nd Bulacan ED Angeles City SED 1st Pampanga ED 2 nd Pampanga ED 1 st N’va Ecija ED 2 nd N’va Ecija ED Olongapo City SED Zambales ED Aurora ED 1 st Cebu ED 2 nd Cebu ED 3 rd Cebu ED Cebu City ED 1 st Bohol ED 2 nd Bohol ED 3 rd Bohol SED 1 st N’ros Oriental ED 2 nd N’ros Oriental ED 3 rd N’ros Oriental ED Siquijor ED 1 ST Batangas ED 2 nd Batangas ED 3 rd Batangas ED Batangas SED Cavite ED Cavite SED 1 st Laguna ED 2 nd Laguna ED Laguna SED 1 st Quezon ED 2 nd Quezon ED 3 rd Quezon ED Quezon SED 1 st Rizal ED 2 nd Rizal ED DISTRICT OFFICES 1 st Metro Manila ED 2 nd Metro Manila ED Malabon SED South Manila ED North Manila ED 1 st Quezon City ED 2 nd Quezon City ED NATIONAL CAPITAL REGION REGION III REGION VII Batanes ED VSAT REGION IVA 1 ST Camarines Sur ED 2 nd Camarines Sur ED REGION V RegionIVA Region IVB BRS, FS-PMO South Cotabato ED REGION XII Other Offices FS-PMO Focus Building BRS MPE-PMO IRROW-PMO Road Board

28. 45 DEOs to be connected to the DPWH Communications Network under NRIMP2 Mindoro Occ. ED Palawan 1 st ED Palawan 2 nd ED Palawan 3 rd ED Romblon ED Cagayan 1 st ED Cagayan 2 nd ED Nueva Vizcaya SED Quirino ED REGION II CAR REGION VI REGION IVB Albay 1 st ED Camarines Norte ED Camarines Sur 3 rd ED Cantanduanes ED REGION V Bukidnon 2 nd ED Bukidnon 3 rd ED REGION X REGION I REGION VII Eastern Samar ED Leyte 4th ED Northern Samar 1 st ED Samar 2 nd ED Southern Leyte ED REGION VIII REGION IX Agusan del Sur 1st ED Surigao del Sur 1st ED REGION XIII REGION XII Compostela Valley ED Davao del Norte ED Davao Oriental 1st ED Davao Oriental 2nd ED REGION XI Benguet 1 st ED Benguet 2 nd ED Ifugao ED Kalinga ED Mt. Province ED Cebu 4th ED Cotabato 1st ED Cotabato 2nd ED Sarangani ED Sultan Kudarat ED Antique ED Capiz 2nd ED Iloilo 2nd ED Negros Occ. 1st ED Negros Occ. 3rd ED Ilocos Norte 2nd ED Ilocos Sur 2nd ED Pangasinan 3rd ED Zamboanga del Norte 2nd ED

29. 29 HEAD OFFICE LEGEND: REGIONAL OFFICES 47 DEOs to be connected to the DPWH Communications Network under ADB RSIP Abra ED Apayao 1 st ED Apayao 2 nd ED Aklan ED Iloilo 1 st ED Iloilo 3rd ED Negros Occ. 4 th ED Capiz 1 st ED Guimaras ED Mindoro Oriental ED Southern Mindoro ED Marinduque ED Mindoro Occidental SED DISTRICT OFFICES Cagayan 3 rd ED Isabela 1 st ED Isabela 2 nd ED Isabela 3 rd ED Nueva Vizcaya ED REGION II CAR REGION VI REGION IVB Masbate 1 st ED Sorsogon ED Sorsogon SED Albay 2 nd ED Camarines Sur 4 th ED REGION V Bukidnon 1 st ED Misamis Oriental 1 st ED Misamis Oriental 2 nd ED Camiguin ED Misamis Occidental ED REGION X Ilocos Norte 1 st ED Ilocos Sur 1 st ED Pangasinan 2 nd ED REGION I NCR Leyte 2 nd ED Leyte 3 rd ED Leyte 5 th ED REGION VIII REGION IX Zamboanga City ED Zamboanga del Norte 1 st ED Zamboanga del Sur 1 st ED Zamboanga-Sibugay ED Agusan del Sur 2 nd ED Agusan del Norte ED Surigao del Norte 1 st ED Surigao del Norte 2 nd ED REGION XIII Davao del Sur 2 nd ED Davao City ED Davao del Sur1 st ED Davao City SED REGION XI Metro Manila 3rd ED

30. 30 HEAD OFFICE LEGEND: REGIONAL OFFICES 30 DEOs to be connected to the DPWH Communications Network under JICA RUPP Iloilo City ED Iloilo 4 th ED Negros Occ. 2 nd ED Bacolod City ED Mindoro Occ. ED Satellite Office Palawan 1 st ED Satellite Office DISTRICT OFFICES Isabel 4 th ED REGION II REGION VI REGION IVB Masbate 2 nd ED Masbate 2 nd SED REGION V Misamis Occ. SED Cagayan de Oro City ED Lanao del Norte 1 st ED Lanao del Norte 2 nd ED REGION X La Union 1 st ED La union 2 nd ED Pangasinan 1 st ED Pangasinan SED REGION I Cebu 5th ED REGION VII Biliran ED Leyte 1st ED Northern Samar 2 nd ED Samar 1 st ED Tacloban City SED REGION VIII REGION IX Zamboanga del Norte 3 rd ED Zamboanga del Sur 3 rd ED Isabela City SED Butuan City ED Surigao del Norte SED Surigao del Sur 2 nd ED REGION XIII REGION XII Gen. Santos City SED

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33.  The Process Experts must be involved  Core Team/Change Agents  Management Training on maximizing the use of technology and managing change  Regional Information Advocacy Campaigns  Information Technology Advocacy Campaigns  Newsletters / Flyers  Quick Successes 33

34. 34 PMS TAS BAS RMMS LRS MYPS NPS CMS PMIS HRMS

35. 35 Process Improvements Technology Improvements Enterprise Architecture RIMSS Integration DPWH RIMSS Overall Integration Strategy Lending Institutions External Stakeholders DPWH Oversight Institutions

36. And then……. 36

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