Establishment of the Computer and Information Systems Service and Statement of Functions Thereof, Including the Divisions Under It Down to Section Level

November 10, 1992 REVENUE ADMINISTRATIVE ORDER NO. 04-92 SUBJECT : Establishment of the Computer and Information Systems Service and Statement of Functions Thereof, Including the Divisions Under It Down to Section Level TO : All Internal Revenue Officers and Others Concerned I. OBJECTIVE : Pursuant to Executive Order No. 468 and in accordance with the Memorandum of the Department of Budget and Management (Ref. No. 92072529, dated September 29, 1992), a Computer and Information Systems Service (CISS) is hereby established that shall be responsible for the development of a Management Information System and the computerization of data processing requirements relative to internal revenue enforcement activities. II. POLICIES : A. All properties, equipment, records and supplies of the dissolved Revenue Information Systems Services, Incorporated (RISSI) shall be turned over to the BIR for use of the CISS. B. Administrative and facilities management requirements of the CISS shall be undertaken in coordination with the Administrative Service of the BIR. C. RISSI personnel shall have the priority or preference for appointment to existing vacant EDP positions in the BIR, provided they possess the appropriate civil service eligibilities and educational qualifications. D. BIR shall request additional EDP positions to augment existing EDP BIR positions that shall initially staff the CISS. E. RISSI personnel who are not reappointed shall be deemed separated and shall receive the benefits they may be entitled to under existing laws, policies, rules and regulations. F. The appropriations and funds of RISSI, if any, shall revert to the General Fund after reserving an amount to pay the benefits of those separated. If said appropriations and funds are not sufficient to pay such benefits, the deficiency shall be taken from the savings of the Department of Finance and thereafter, from unappropriated balances of the National Treasury. III. ORGANIZATION : A. The CISS shall be an Office equivalent to a Service and shall be under the direct supervision of the Deputy Commissioner. B. The CISS shall be headed by an Assistant Commissioner for Information Technology (Director III), assisted by a Director II. C. The following are the divisions, with their respective sections/units under the CISS: acd 1. Systems and Programming Division a. Final System Section b. Packaged Products Section c. Office Systems Section 2. Central Operations Division a. Machine Operations Section b. Data Control Section c. Data Entry Section 3. Support Services Division a. Hardware Support Section b. Systems Support Section c. Logistics and Maintenance Section d. Training Section e. Help Desk Unit 4. Technical Operations Division a. Technical Support Section b. Communications Support Section c. Database Management Section d. Quality Assurance Section IV. FUNCTIONS : The Computer and Information Systems Service shall perform the following functions: 1. Perform staff, advisory and consultative functions relative to the computerization of the data processing and information requirements of the Bureau; 2. Formulate and administer policies, guidelines, standards, systems and procedures for the development, design and maintenance of a computerized BIR Management Information System (MIS); 3. Provide overall program guidance for the operation and management of computer-based information technology; 4. Ensure the effective control of all computer systems, softwares and hardwares within the BIR; 5. Coordinate and develop an integrated automated data processing (ADP) strategy to ensure efficient and effective data processing system; 6. Develop, test, implement and evaluate ADP, equipment and software, as requested, and develop an applied research program; 7. Monitor and support existing BIR computerized tax systems in the National, Regional and District Offices; cd 8. Process returns, receipts and other internal revenue documents thereby generating statistics/relevant data to serve as inputs to planning and research; 9. Render assistance to taxpayers and other authorized entities on inquiries regarding refunds, taxpayer identification numbers (TINs) and such other taxpayer information that may be required; 10. Confer and collaborate with officials of other government agencies and private industries to ensure compatibility of data to be integrated into the ADP system; and 11. Perform such other related functions as may be assigned. A. Systems and Programming Division 1. Plan, organize, direct and monitor the implementation of the BIR program through the integration and optimization of its ADP resources, including those associated with office automation activities; aisa dc 2. Serve as the primary computer service contact for users in designing, developing, operating and managing computer-based information systems; 3. Conduct comprehensive analysis of ADP systems performance and direct operational modifications to enhance current systems performance; 4. Undertake the actual implementation, installation and operation of all application systems designed and developed; 5. Develop recommendations for submission to the Information Systems Policy Committee (ISPC) regarding the technical means of achieving integrated systems and applications; cd 6. Serve as the focal point for all inquiries by Congress, outside agencies, and other interested groups regarding major project management of BIR activities; and 7. Perform such other related functions as may be assigned. A-1. Final System Section a. Analyze final system user requirements and translate said requirements into logical, economical and practical systems design, specifying the methods and procedures for their installation; b. Install mainframe and micro-based final application systems in predetermined departments or regional computer installations; acd c. Translate defined final system specifications into logical processes and sets of computer instructions; d. Maintain and modify programs currently in use relative to the final systems, including their responsive user needs; and e. Perform such other related functions as may be assigned. A-2. Packaged Products Section a. Analyze user requirements for information systems and determine which systems are to be bought in as packages; b. Install mainframe and micro-based package application systems in predetermined departments or required computer installations; aisa dc c. Translate defined package system specifications into logical processes and sets of computer instructions; d. Maintain and modify programs currently in use relative to the package systems, making them responsive to user needs; and e. Perform such other related functions as may be assigned. A-3 Office Systems Section a. Analyze office system user requirements and translate said requirements into logical, economical and practical systems design, specifying the methods and procedures for their installation; b. Install mainframe and micro-based office application systems in predetermined departments or regional computer installations; casia c. Translate defined office system specifications into logical processes and sets of computer instructions; d. Maintain and modify programs currently in use relative to the final system, making them responsive to user needs; and e. Perform such other related functions as may be assigned. B. Central Operations Division 1. Set up procedures and guidelines for the batching, screening, analysis, coding and controlling of tax returns and other source documents; 2. Receive source documents and prepare said documents for transcription of data in computer acceptable media; 3. Determine actual and potential stoppages in schedules and recommend corrective measures; 4. Transcribe data into computer acceptable media for electronic data processing machine operations; 5. Schedule computer jobs into the production stream, taking into account the priorities set by management; 6. Review production results to identify unsuccessful jobs as indicated on the system message logs, and initiate action required to process aborted or incorrect jobs; 7. Undertake actual computer operations on existing applications and generate reports, listings, statistical information and other management reports; and 8. Perform such other related functions as may be assigned. B-1. Machine Operations Section a. Perform actual computer operations, monitor systems performance by means of console and on-line terminals and set up and operate computer peripheral devices; cd i b. Plan and schedule machine runs on applications based on established priorities; c. Generate reports, listings, statistical information and other management reports; d. Evaluate performance and workload statistics to determine trends and project impacts of trends on subsequent schedules; e. Analyze potential operating problems and take corrective action where required and within the scope of authority, or seek assistance from system programmers; f. Review equipment plans and advise management on their impact on available resources; g. Provide correct data files for computer processing according to specifications submitted; h. Operate magnetic tape cleaning and conditioning equipment; i. Perform such other related functions as may be assigned. B-2. Data Control Section a. Maintain batch or detailed control on each document type; b. Screen documents and check for completeness and accuracy according to prescribed procedures; c. Code documents according to prescribed procedures for easy conversion into computer-acceptable media; d. Analyze problems encountered during screening and initiate corrective action; e. Distribute source documents to appropriate processing functions in accordance with priorities and schedules set by management; aisa dc f. Check for completeness of output reports according to quality requirements set and log distribution of these to external distribution points; g. Release source documents and output reports for delivery to destination points; and h. Perform such other related functions as may be assigned. B-3. Data Entry Section a. Transcribe data from source documents into disks, diskettes, tapes or other computer acceptable media; b. Determine and analyze problems encountered in data transcription and recommend solutions thereto; c. Plan and allocate daily workload, ensuring the timely and accurate completion of assigned conversion work; cdt d. Help select and train staff in the use of new equipment; e. Install and enforce standards and procedures for equipment maintenance and operations; and f. Perform such other related functions as may be assigned. C. Support Services Division 1. Plan, direct and monitor the overall technical assistance program designed for users, systems development/computer operations staff and management covering hardware maintenance, logistical support, systems and procedures, and EDP training; 2. Oversee the enforcement of standards relative to the upkeep of all EDP equipment installed; cd i 3. Direct the conduct of systems acceptability testing, with simulated live operations of new or revised procedures/systems; 4. Supervise the logistical and maintenance support rendered to all units of the CISS, including those in the Regions/Districts; and 5. Perform such other related functions as may be assigned. C.1. Hardware Support Section a. Provide technical assistance to users, systems development staff, computer operations staff and management regarding maintenance of all EDP equipment installed; b. Implement and monitor a hardware maintenance system; enforce standards relative to the upkeep of all EDP equipment installed; cd c. Identify serious problems concerning hardware dysfunctions for referral to hardware vendor concerned; and d. Perform such other related functions as may be assigned. C-2. Systems Support Unit a. Provide technical assistance to users regarding systems and procedural problems; b. Identify systems and procedural problems in coordination with the user concerned; c. Resolve systems and procedural problems, involving the user concerned; d. Conduct systems acceptability testing, simulating live operation of new or revised procedures/systems; and acd e. Perform such other related functions as may be assigned. C-3. Help Desk Section a. Provide a centralized fault/query logging system for every remote BIR Office/Unit computerized; b. Receive faxed or phoned-in problems of various users; c. Provide appropriate remedy to user problems received and/or refer to Systems Support Unit more complex user problems; and d. Perform such other related functions as may be assigned. C-4. Logistics and Maintenance Section a. Provide logistical and maintenance support to all units of the CISS, including those in the Regions/Districts; b. Maintain inventory on equipment, office supplies, computer media and electrical materials, and control the use and custody of the same; cdt c. Coordinate movement of computer media and all computer print-outs in the various units of the CISS, including those in the Regions/Districts; d. Oversee the maintenance of all electrical and mechanical devices and facilities except EDP hardware; and e. Perform such other related functions as may be assigned. C-5 Training Section a. Plan, develop and coordinate training for all field data processing skills/occupations; b. Participate in the training and recruitment programs for computer programmers/analysts; c. Provide subject matter input to the development and conduct of advanced data processing functional training seminars for experienced programmers/analysts; d. Develop systems information bulletins providing brief technical descriptions of new/revised applications; and e. Perform such other related functions as may be assigned. D. Technical Operations Division 1. Plan, direct and coordinate all activities relative to technical operations covering software systems, communication equipment, data base management and quality control; 2. Oversee the enforcement of standards relating to the use of software; 3. Monitor the analysis of user requirements, including the development of technical specifications for communications equipment; 4. Direct the design and control of the taxpayer data bases for the MIS; 5. Supervise the review of all CISS technical, procedural and clerical operations, including feedback on quality levels; and 6. Perform such other related functions as may be assigned. D-1. Technical Support Section a. Provide information, direct assistance and technical hardware resources to users, systems development staff, computer operations staff and management; b. Review software supplied by the manufacturer to determine optimum requirements for the installation; c. Implement and maintain the generalized software systems that best meet the needs of the installation; enforce standards relating to the use of software; d. Manage hardware/software facilities to avoid wasteful over-capacity or costly damage; e. Set up and test new software using the sample systems before installing new or modified software; f. Create and maintain on-line communication system and define its security and control procedures; determine the configuration of equipment for use of said system; and aisa dc g. Perform such other related functions as may be assigned. D.2. Communication Support Section a. Analyze user requirements and develop technical specifications for communications equipment that meet requirements of the Service; b. Design facilities based on requirements developed for users; c. Provide services to users that include requirement analysis for the acquisition of the telecommunication hardware and software and related support; d. Integrate all new telecommunication and computer system communication requirements; e. Develop Bureauwide telecom standards; f. Conduct or coordinate studies related to ADP telecommunication and make recommendations for its enhancement; and g. Perform such other related functions as may be assigned. D-3. Database Management Section a. Design, maintain and control the taxpayer data bases for the MIS; establish and control data base dictionaries; b. Analyze information requirements of new or modified systems and develop data base specifications; c. Establish, issue and enforce standards for design, incorporation of additional data, and use of data bases; d. Create and assign descriptors to elements needed for data organization, access and control; acd e. Develop systems and procedures for protecting and monitoring the security of data and data bases, including procedures for recovery and back up; f. Modify and maintain data base structures, utilization standard and access methods to correspond to changes in objectives, equipment and software utilization and performance requirements; and g. Perform such other related functions as may be assigned. D-4. Quality Assurance Section a. Plan and administer the comprehensive program for monitoring and enhancing the overall quality of EDP organizational and individual performances; cd i b. Develop techniques for evaluating operational product quality levels; c. Conduct review of all CISS technical, procedural and clerical operations and provide appropriate feedback on quality levels; d. Analyze the findings of all reviews to determine long range impacts, emergence of trends and interrelationships of quality problems; e. Formulate and make recommendations for corrective actions to maintain or enhance quality standards and technical accuracy; and f. Perform such other related functions as may be assigned. cd IV. TRANSITORY PROVISION : Pending the appointment of regular personnel to the positions allocated by the DBM for the CISS, the officers and employees of RISSI shall continue to perform their respective duties and responsibilities under the supervision of the CISS Officer-In-Charge. Said CISS Officer-In-Charge is hereby empowered to effect changes in the assignment of RISSI personnel and make re-alignments in their respective duties and responsibilities as the exigencies of the service may require, without change in the rate of their compensation. V. EFFECTIVITY : This Order takes effect upon approval. acd Recommending Approval: VICTOR A. DEOFERIO, JR. Deputy Commissioner of Internal Revenue Officer-In-Charge Approved: RAMON DEL ROSARIO, JR. Secretary of Finance