The Management Information Systems (MIS) Circle was formed as part of the reorganisation of RHD in 2000. Up to the time of formation of the Circle the development and implementation of computer networks and management information systems had been carried out mainly by development and consultant’s staff under the IDC3 project. The RHD Systems Analyst has also been working on the computerisation of personnel records.

The MIS Circle should now provide a focal point for all computer related activities within the RHD.

The objectives of the MIS Circle is to contribute to the overall strategy of the Management Services Wing by:

Supporting the information requirements of the Roads and Highways Department through the procurement, development, installation and maintenance of the necessary computer hardware and software and providing an effective library service.

The MIS Circle will provide the necessary networks, computers and associated software required to store and manage the data required for the RHD management information systems. The main areas of information likely to be involved are organisation details; personnel records; road and bridge management systems; mechanical plant, equipment and ferries; contract reporting system; management accounting system and asset register (including land, buildings etc.). Networks are to be based on Microsoft NT Server and all main data sets are to be stored on an SQL system using client–server architecture. Maximum use is to be made of web browser software for use on the RHD Intranet and ultimately for accessibility on the Internet.

It should be clear that it is not the responsibility of the MIS unit to enter or edit data. The MIS unit exists to provide reliable tools and backup services in order to allow other divisions to utilise the MIS system for their own management purposes.

The RHD Headquarters at Sarak Bhaban has an antiquated and inefficient telephone system. The network wiring which is now being installed is designed to handle connections to both computers and telephones and allows a very flexible arrangement in each office. As telephones and computer networks are now inextricably linked it is proposed that the MIS Circle also manages all telephone related hardware and software in Sarak Bhaban.

a) To provide reliable local and wide area networks (LAN and WAN) required for the data requirements and normal office functions of the various RHD offices.

b) To ensure an adequate supply of desktop and portable computers for use by various types and grades of personnel.

c) To ensure the availability of the necessary software required for the various types of data and for normal office requirements.

d) To provide communications between internal users and external personnel by means of an efficient telephone system, an E-mail system and the Internet.

e) To provide a browser based Intranet service to LAN users and an Internet web site.

f) To provide essential security systems in terms of power supplies, virus protection, access controls and backup procedures.

g) To provide assistance to network users through provision of a help line and associated hardware and software support services.

h) To provide an effective library service for all relevant technical publications and reports.

The MIS Circle is newly established as part of the reorganisation in 2000 however a number of computer related staff exist in the RHD (in the office of the Systems analyst) and there are a significant number of personnel provided for under IDC3 development posts. These staff have been taken into account when determining the requirements for the MIS Circle.

The MIS Circle is headed by a Computer System Director who is of equivalent rank to an SE. The Circle has three divisions, each headed by an officer of EE equivalent grade, namely:

a) Hardware and Networks Division

b) Software and Internet Division

c) Library

The proposed organogram for the Circle is shown above.

The number of personnel in the Circle are shown in the attached table. Which shows the total proposed number of personnel proposed for the Circle to be 55. This figure is to be compared with the existing 6 sanctioned posts and 29 development posts (under IDC3). The total proposed number of personnel of the Circle consist of 19 Class I, 0 Class II, 26 Class III and 10 Class IV staff.

Certain officers in the MIS Circle are to be designated as specialists. Specialist posts for engineers, or non-engineers, with specialist qualifications are shown together with the equivalent engineering grade thus, Exec. Transport Economist (EE*).

A number of these computer related posts do not currently exist in RHD and will need to be created. The posts to be newly created are:

a) Computer Systems Director (SE grade)

b) Executive Computer Hardware Engineer (EE grade)

c) Computer Hardware Engineer (SDE grade)

d) Computer Programmer (SDE grade)

e) Computer Systems Analyst (SDE grade)

f) Assistant Computer Engineer (AE grade)

g) Sub-Assistant Computer Engineer (SAE grade)

It is also proposed that the existing post of Systems Analyst is renamed as Executive Computer Systems Analyst. The total personnel numbers are shown on the attached sheet.

a) Develop and maintain local and wide area networks (LAN and WAN) required for the data requirements and normal office functions of the various RHD offices.

b) Develop and maintain suitable and reliable central file server facilities for the storage of all files including databases and graphics files.

c) To procure, install and maintain adequate numbers of desktop and portable computers for all RHD personnel.

d) To procure and/ or develop and maintain the necessary software required for the various types of data and for normal office requirements.

e) To procure, install and maintain a modern telephone system which is fully integrated with the computer networks.

f) To establish and maintain communications between internal users and external personnel through an E-mail system and the Internet.

g) To establish and maintain a browser based Intranet service, containing all RHD MIS information. Initially the Intranet will be available to all LAN users (subject to access rights). The ultimate aim is to make the Intranet data, as far as technically possible, available across the Internet thus creating a WAN for RHD users Nationwide who have Internet access.

h) To establish and maintain security systems in terms of backup power supplies, effective virus protection procedures, access controls and user certification and data backup procedures.

i) To operate an assistance service to network and MIS users through the establishment of a help line and hardware and software support services.

j) To cooperate with the RHD Training Centre in organising appropriate training for various types and grades of computer users.

k) To establish and maintain the RHD library.

The budget for the MIS Circle is shown on the attached table. The budget table shows both the annual operation and maintenance costs and the capital costs of purchasing new and replacing old equipment. As not all equipment will be purchased or replaced immediately the capital cost has been annualised depending on the average life of the various items of equipment. The costs shown exclude the cost of personnel who are paid for from other sources.

It is noted that the costs of maintaining and replacing computer equipment (ie mainly PC’s) has been included in the budgets of the operating Circles and they will have to place their budgets with the MIS Circle when equipment repairs or replacements are required. However the cost of specialist items of equipment such as the main File Servers, modems and other communications links, network switches and hubs, network wiring and terminals etc. are provided for in the budget of the MIS Circle. The costs of establishing and maintaining communications (including telephone systems) and Internet access must also be included in the MIS budget.

On this basis the annual recurring cost for the Circle is Taka 48.20 lacs and the capital cost on an annualised basis is Taka 76.90 lacs. This leads to a total cost of Taka 125.10 lacs per annum.

The MIS Circle requires resources for Head Quarters operations and to enable personnel of the Circle to undertake visits to RHD offices throughout the Country. As the system grows some outsourcing of computer maintenance especially outside Dhaka may be required.

The resources required are shown in the table below: