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RHD Operational Procedure – Management Services Wing
 
MIS and Estates - Software Development
 
OP/ME/3.2 - Management of RHD Website and MIS
 
Purpose and Scope :

This procedure covers management of the RHD website and Management Information System (MIS) in general to ensure all aspects are systematically reviewed by the Software Development Division.
 
Definitions :

The RHD Website allows external access to the RHD Management Information System (MIS) and emails. The website can be found at www.rhdbangladesh.org or www.rhd.gov.bd.

The RHD Intranet allows internal access to the RHD Management Information System and emails through the RHD computer network. This allows access to some items not accessible via the website. Access through the RHD intranet in generally faster than via the website.

Management of the Web-site - is defined as ensuring the website and intranet, at all times, functions as the single portal to access all RHD MIS information and it serves the internal and external users at the level defined in the ICT Guidelines of RHD.

Management of the Management Information System (MIS) - is defined as ensuring all RHD users can access all MIS information required through the website and intranet containing the latest approved versions of documents, data and other information using a proper and secure computer network.

Management of both systems is an ongoing, daily task. However, review and improvement are formalized and reviewed by formal meetings by the Software Division with the relevant parts of RHD to review different parts.
 
Responsibility :

The Superintending Engineer - should inform of any procedure amendments since last the meeting and will chair the quarterly MIS review meetings.

The System Analyst - has responsibility for reviewing the content, functionality and performance of the RHD website and MIS. He is also responsible for setting the date and circulating the agenda for the quarterly MIS review meetings. This includes collecting and collating the data necessary for effective review, presenting website with changes and improvements since last meeting, and a short report on the performance of operating the different parts of the MIS/website. He is also responsible for creating an action plan for continuous improvement of the website and MIS.

The Executive Computer Maintenance Engineer - has responsibility for reviewing the functionality and performance of the website & intranet, file, database and mail servers and of the RHD network. This includes collecting and collating the data necessary and presenting a report on the status of servers, security and network systems. He is also responsible for creating an action plan for the continuous improvement of the RHD servers and network management.

The Programmer (Internet/Network Administration) - has responsibility for the day-to-day management of the website and MIS. S/he will maintain and improve the website and the presentation and functionality of the MIS.

The Computer Maintenance Engineer (Network Administrator) - has responsibility for the day-to-day management of the servers and network. S/he will maintain and improve the servers and the network and ensure constant availability of the MIS.
 
Method :

MIS Review Meetings shall be held a minimum of 4 times per annum and shall be chaired by the most senior officer present. These Meetings shall normally be attended by the Superintending Engineer MIS & Estates, the System Analyst, the Executive Hardware Engineer, and all the RHD computer Programmers and Maintenance Engineers.

4.1 MANAGEMENT REVIEW AGENDA

Management Review Meetings must follow the following agenda.

1. The RHD website changes and improvements since last meeting (System Analyst): Present the RHD website and explain any changes or improvements implemented since last meeting. The meeting should review the website content and suggest changes and improvements (e.g. The main content of the website should reflect the latest revision to the RHD Management Manuals).

2. Server Reports, System Status and Security Issues (Executive Computer Maintenance Engineer): Present a short report (verbal or written) with internal server reports, system status and security issues for discussion (preferably a list of key figures and trend analysis).

3. Outstanding Problems (System Analyst/Executive Computer Maintenance Engineer): Details of any outstanding problems from monitoring by the help desk (See OP/ME/1.4) and the reason for non-implementation should be presented to the MIS Review Meeting.

4. Performance of Users and concerned Circles (System Analyst): Present a short report on the performance of the users and concerned circles which operate the different database that make up the RHD MIS / website (i.e. usage and maintenance of databases). S/he should identify areas were implementation activities needs more support from the MIS & Estates Circle.

5. Procedure Amendment Requests (Superintending Engineer): Summarise all Procedure Amendments issued/approved since the last Review Meeting.

6. Training Requirements: Consider whether any MIS-related training is required within the MIS Circle or for officers and staff of other circles. Other training requirements (i.e. professional / technical) may also be discussed.

7. Performance of Suppliers: Consider the performance of suppliers and recommend whether to downgrade, upgrade or discontinue use of any particular supplier.

8. Statistical Techniques: Review the need for any kind of statistical information from the MIS or web-site operations and, if required, define the responsibility for compilation of such information.

9. Analysing / revising Targets in ICT Guideline and Annual Plan: Consider the impact of any planned changes to RHD working systems or management structures (e.g. changes to the RHD Management Manuals or Operational Procedures) upon targets in the ICT Guideline and Annual Plan, and analyse and/or revise the targets.

10. Actions to expand, improve and Integrate MIS operations: Prepare a list of actions, based on the above discussion, required to expand and improve the MIS operations and the computer networks (including integrating new developments or parts of the MIS and linking users and concerned circles).

11. Any Other Business: The review may also consider the-
(i) Cost of any identified failure in the MIS;
(ii) Benefits of the Circle Operational Plan and Review Meetings in improving efficiency; and
(iii) Suitability of procedures including amendments that may be needed.

The meeting should conclude by reviewing whether the MIS operations are achieving the required results and indicate possible improvements that can be made. Possible danger spots must be identified and measures to minimise possible risks, shut-downs and data loss discussed. Consideration should be given to the cost effectiveness of the MIS system. Where it is agreed that changes would be beneficial, the SE MIS & Estates shall prepare an appropriate proposal.

Minutes of MIS Review Meetings shall be prepared by the System Analyst. The minutes should include all agenda items. Minutes should include any figures, facts etc. presented in the meeting. These minutes shall be distributed to all participants of the meeting with a “cc” any other interested parties.
 
References :

None.
 
Procedure Flowchart :

 


 


 

 

For duties associated with each grade of personnel see

 

Updated on : 1/1/2004

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