GAP Analysis of the Archdiocese of Agana

Current Situation

The archdiocese currently have no IS and IT related plan. Most of its transactions and processes
are done manually, inefficiently, and costly. The use of computers is only limited to computerized
document generation and have no means of communication across different computing devices.
Communication across the organization is only limited without maximizing available readily technology.
The archdiocese do have a website but is limited only in relaying information to the people. Low IT
technical skills and possibly low technological acceptance. Budget is an issue in implementing IS solutions.

Key Indicators:

1. Non-existent MIS department

2. Currently have a more or less static website.
3. Communication across the organization limited.
4. Unreliable financial assessment tools.
5. Unorganized management of social and educational services.
6. Redundant and costly document management.
7. Ineffective human resource planning and management
8. Obsolete hardware and software acquisition
9. No network infrastructure
10. Non-existent ISSP.
11. Technologically challenged user-base
12. Insufficient budget for IS solutions

Desired Situation

The archdiocese, together with an established MIS, will be able to come up with IS and IT solutions
for social and educational services as well as maintaining integrity of the organization’s data. There should
be a means of not only effectively managing their resource and workforce, but also keep cost as efficient
as possible. A better means of communication should be made across the members of the organization
and for the people they serve. Users in general should be well-equipped with enough knowledge of the
system and be able to adapt to adapt to technology. A proactive means of sustaining the organization
should be made possible.

Specific Actions to Fill the Gap:

1. Establish an MIS department. – January

2. Upgrade website to cater feedback and organizational communication. – May
3. Establish presence in the online community via social media – February
4. Create IS solutions for financial and monetary collections assessment. – July, August
5. Create IS solutions for effectively managing social and educational services. – October, November
6. Develop Document Management Systems especially for the Chancery. – July, August
 7. Develop Human Resource Information System for proper workforce monitoring. – November,
December
8. Procure up-to-date hardware, and software solutions. – Varies
9. Construct centralized network infrastructure to serve as the backbone for IS solutions. – March
10. Install dedicated servers for Metropolitan Area Network wide transactions. – March
11. Organize strategic planning. – Yearly
12. Trainings and seminars for users for effective use of the IS solutions. – Quarterly
13. Proactive means of obtaining budget for the organizational needs. – Ongoing

Action Plans by Member Type

Retain Members

1. Engage in constant communication through the use of social media and feedbacks from the main
site.
2. Engage in activities that foster improved relationship across members.
3. Have a form of reward system for encouragement.
4. Offer a form of incentives and recognition for being active members.

Invite New Members

1. Initiate information drives via social media.

2. Conduct seminars in lieu with the mission and vision of the organization.
3. Engage in activities that encourages new members to join like fun-runs and conferences.
4. Create multimedia content showing the achievements and sense of fulfillment that new members
will acquire upon joining.

Revitalize Former Members

1. Offer tokens and certificates to long time members as a form of acknowledgement and
appreciation.
2. Conduct seminars showing recent success with the renewed organization.