Statement of Functions of the Information Systems Operations Service Including the Divisions Under it Down to Section Level

June 30, 1995 REVENUE ADMINISTRATIVE ORDER NO. 4-95 SUBJECT : Statement of Functions of the Information Systems Operations Service Including the Divisions Under it Down to Section Level TO : All Internal Revenue Officers and Others Concerned I. OBJECTIVE : This Order implements more effectively the streamlining of the Bureau under Executive Order No. 132 as implemented under RAO No. 4-93 dated December 1, 1993 by defining the organizational set-up and delineating the functions of the Information Systems Operations Service (ISOS) and its Divisions down to Section level. II. ORGANIZATION : The Information Systems Operations Service shall be under the direct supervision of the Deputy Commissioner for Information Systems Group. The following are the divisions under the Information Systems Operations Service and their respective sections: A. Network and Systems Operations Division 1. Computer Operations Section 2. Network and Telecommunications Operations Section 3. Computer Media Library Section B. Document Processing Division 1. Procedures Planning, Testing and Measurement Section 2. Document Processing Section 3. Data Input Section 4. Document Controlling and Archiving Section C. Field Technical Support Division 1. Hardware Support Section 2. Systems Support Section 3. Packaged Products Section 4. Help Desk Section III. FUNCTIONS : INFORMATION SYSTEMS OPERATIONS SERVICE shall : 1. Perform staff, consultative and such line functions relative to the operation of all information systems used by the Bureau; 2. Formulate and administer policies, standards and procedures for the operation of these information systems in coordination with the Information Systems Development Service; 3. Provide overall guidance for the computer-based and/or manual-based processing of documents; 4. Monitor and provide technical support to the National, Regional and District Offices in terms of computer hardware and applications software; 5. Exercise line supervision over the activities performed by the various divisions under the IS Operations Service in the National Office and by the Data/Computer Centers including computer systems/programming activities; and 6. Perform such other related functions as may be assigned. A. NETWORK AND SYSTEMS OPERATIONS DIVISION shall : 1. Direct the establishment of a telecommunications utility for the Bureau of Internal Revenue; 2. Supervise the daily operation of specific computer hardware and related telecommunications equipment, including existing mainframe hardware, operational local area network (LAN) equipment and wide area network (WAN) equipment to be installed; 3. Operate the magnetic media library and perform the daily job scheduling of both batch and interactive processing for operational systems; 4. Provide printed outputs to all systems users within the BIR; and 5. Perform such other related functions as may be assigned. A-1. Computer Operations Section shall : 1. Oversee the day-to-day computer operations, scheduling of job streams and on-line security procedures; 2. Maintain computer logs; 3. Determine computer problems, provide management with necessary reports on deficiencies and take corrective action where possible; 4. Ensure the proper maintenance and utilization of computer equipment; 5. Monitor the implementation of security measures against unauthorized access to Operating Systems (OS) and databases; 6. Perform disaster recovery in cases of OS and database failures; and 7. Perform such other related functions as may be assigned. A-2. Network and Telecommunications Operations Section shall : 1. Oversee the handling of network equipment and the operation of communication facilities; 2. Coordinate the installation and use of LAN technology nationwide including high speed LANs and WANs; 3. Undertake data traffic management; 4. Monitor the implementation of security measures against unauthorized access to networks; 5. Perform disaster recovery in case of network failure; and 6. Perform such other related functions as may be assigned. A-3. Computer Media Library Section shall : 1. Store, index and retrieve all computer media; 2. Ensure completeness of materials submitted to the Media Library for storage; 3. Undertake diagnostics, cleaning and conditioning of equipment and other computer media; 4. Provide back-up and retention of magnetic media operation; and 5. Perform such other related functions as may be assigned. B. DOCUMENT PROCESSING DIVISION shall : 1. Plan, test and implement procedures and techniques to receive, control, edit, code, batch, verify and store all tax related documents received from the National Office, Regional and District Offices; 2. Store and retrieve selected documents from external agencies, both private and government; 3. Encode data from selected documents into computer acceptable media; and 4. Perform such other related functions as may be assigned. B-1. Procedures Planning, Testing and Measurement Section shall : 1. Plan, develop, test and implement procedures for processing of selected documents; 2. Set standards for measurement of outputs for each job step undertaken by units tasked with the processing of such documents; 3. Undertake monitoring and continuous review of activities to ensure optimum utilization of available resources and accuracy of outputs; and 4. Perform such other related functions as may be assigned. B-2. Document Processing Section shall : 1. Prepare selected documents for transcription into computer acceptable media; 2. Sort, batch, code and edit documents and ensure the accuracy of data captured; 3. Prepare data for updating of pertinent computer files and classify documents prior to release to concerned offices; and 4. Perform such other related functions as may be assigned. B-3. Data Input Section shall : 1. Encode data from selected documents into computer acceptable media; 2. Monitor all data conversion jobs to insure that they are dispatched promptly according to established priorities; 3. Undertake problem detection and management relative to encoding activities; and 4. Perform such other related functions as may be assigned. B-4. Document Controlling and Archiving Section shall : 1. Receive selected documents, reports on tax-related information which the Document Processing Division (DPD) is required to process; 2. Act on inquiries and requests for certification of true copies of the documents and such other requests for data which DPD has custody of; 3. Control all documents received and released; 4. Store ISOS file copies of selected documents and the corresponding listings thereof; and 5. Perform such other related functions as may be assigned. C. FIELD TECHNICAL SUPPORT DIVISION shall : 1. Provide technical support to the National Office, Regional and District Offices covering both computer hardware and applications software; 2. Assist in initial hardware and software installation, in monitoring of daily operations and in providing problem solving capability; 3. Install and operate stand alone personal computer equipment, including printers and general purpose software packages; and 4. Perform such other related functions as may be assigned. C-1. Hardware Support Section shall : 1. Provide technical assistance to Revenue Regional and District Offices regarding maintenance of all computer equipment and peripherals installed; 2. Implement and monitor a hardware maintenance system; 3. Enforce standards relative to the upkeep of all computer equipment and peripherals installed; 4. Identify problems concerning hardware disfunctions for referral to hardware vendor concerned; and 5. Perform such other related functions as may be assigned. C-2. Systems Support Section shall : 1. Provide technical assistance to Revenue Regional and District Offices regarding solutions to systems and procedural problems; 2. Identify systems and procedural problems in coordination with the offices concerned; 3. Conduct systems acceptability testing, simulating live operation of new or revised procedures/systems; and 4. Perform such other related functions as may be assigned. C-3. Packaged Products Section shall : 1. Install packaged products; 2. Monitor, analyze and optimize packaged products like WINDOWS, E-mail, desktop publishing, etc.; 3. Coordinate with Training Division in the conduct of familiarization courses on packaged products; and 4. Perform such other related functions as may be assigned. C-4. Help Desk Section shall : 1. Provide a centralized fault/query logging system for every computerized BIR Office/Unit; 2. Receive faxed or phoned-in problems of various users; 3. Provide immediate and appropriate remedy to user problems received and/or refer more complex user problems to Systems Support Section and/or ISOS; and 4. Perform such other related functions as may be assigned. IV. REPEALING CLAUSE : This Order supersedes all revenue issuances or portions thereof inconsistent herewith. V. EFFECTIVITY . This Order shall take effect immediately. RENE G. BAEZ Acting Commissioner