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Organization Effectiveness Division

The Organization Effectiveness Division(OED) is headed by Mr. Arshad Javed Minhas, Executive Director ISTD/ CIO.

OED is divided into the following departments:

  • IS & T Department
  • Transformation & Knowledge Management Department
  • Complaints & Service Centre Department
  • Administration Department



Functional Profile
IS & T DEPARTMENT

The Department's role at the Commission is to provide information technology leadership to build the Commission’s information infrastructure and effectively participate in making it a modern and efficient regulator. The department strives to expand technology support to create the information technology environment that the Commission needs in order to achieve its mission and vision. To be successful in this role, the department has been developing broad based partnerships throughout the organizational and beyond even reaching out to the outside stakeholders. The objective of the department is to provide excellence through technology by working hand in hand with all the divisions/departments of the Commission to enable a fully automated and paperless environment with the purpose of information sharing, data integrity, efficiency, and security. IS&T department envisages that the adaptation of a complete electronic culture will result in a collection of fully automated process that provides a more effective method of achieving the goal of efficient and transparent governance.

The IS&T Department of the Commission has come a long way from a humble beginning, the division now provides a host of services ranging from various management support functions, design and development of specialized applications as well as IS applications and managed services. Major areas of operations include software systems and database maintenance and development; website and intranet engineering and maintenance; LAN and WAN connectivity and central services; hardware and software maintenance services and training in IT products and services. The IS&T Department is determined to become an efficient and modern division of the Commission fully conversant with the international best practices and also to be recognized as being so. Most current and forthcoming projects of the Commission like the e-Services, Scanning and Archiving of documents, Disaster Recovery Centre, ERP, Insurance Industry Regulatory System, Market Monitoring and Surveillance System, and Data Warehousing are driven by Information Technology. The department’s vision is to take the Commission to the next level of automation through innovative use of Information Technology and Business Process Management to make it a truly modern, effective and efficient organization at par with any world class institution. To build and create IT infrastructure and environment the division is following International Quality Standards as well as world class Information Security best practices and therefore became the first public sector entity to accomplish ISO 9001:2008 quality certification in 2006 and has also succeeded in becoming the first regulator in Pakistan to achieve ISO 27001:2005 information security certification for its implementations in the design, development and implementation of IT solutions and services for the Commission.

The department enjoys a world class repute in the IT industry at national and international level and has won several distinctions over the years including the Sword of Cyber Defense, top 5 website ranking, first RAC installation, first SOA based implementation and most recently won Laureate Gold Medal on envisaging and developing eServices for the Commission in the Computer World Laureate Honors Program 2011. The following are some of the major roles that IS&T division is plays for the Commission:

  • Management and administration of Local Area Network (LAN) and Wide Area Network (WAN) including internet services at the Commission for HQ and CROs, providing core electronic services to users including office automation. Telecommunications/Networks and end-user need assessment and provisioning for software applications, hardware selection, procurement, deployment, maintenance, configuration and support for the Integrated Management Information System (IMIS).
  • Implementation, development and operation of the IS&T infrastructure at the Commission and participate in the strategic and annual planning processes.  Design and implementation of major systems (hardware and Software) initiatives, managing multiple, concurrent and often disparate tasks for projects that often involve innovative applications, dissimilar systems as well as databases and highly complex system integration and linkages.
  • Ensure changes to the IS&T operating environment including software, hardware, networks and system software are carefully investigated and implications understood before making such changes. Development of In-house software applications for various functional areas of the Commission after careful need assessment and requirement analysis.
  • Professionally advise management and departments of the Commission - including acting as focal point and advisor to Commission on all IT matters - on the effective and strategic use of IT in a changing business environment; development and dissemination of best practices.
  • Develop standards for the Service in hardware and software, e-Mail, groupware, workflows, methodologies. Requirement assessment for IT solutions and Exhibit control on effective uses of IS&T. Information Management, Storage, Retrievals, and Dissemination for all types of information needed of the Commission
  • Needs Assessment for IT assets (i.e. software, hardware, databases, networks, storage, and telecommunications, etc.) as well as Information Systems for all departments and divisions of the Commission and mapping it with effective decision making for specification, selection, procurement, allocation and deployment.
  • Identification of Information Sources including establishment of linkages with other regulatory organizations and developing mechanisms to capture it accurately and completely.
  • Organization wide Business Process Management (BPM) for the Commission. Continuous Process Improvement (CPI) and Alignment for the Commission and organization wide Process Re-engineering and Simplification for the Commission
  • Data Analysis, Management, and Development of a unified repository of Information “Data warehouse” for the Commission, organization wide Content Management for the Commission and implementation and Support of a completely automated workflow environment at the Commission. Lead efforts to review and revise, as necessary, the existing set of Information Technology related policies, processes, and standards and to identify areas where new policies, processes, or standards should be developed.
  • Design a training and manpower development plan for employees of the Commission.
  • Work for an appropriate legal frame work for the creation of an IS&T-based culture, with due focus on intellectual property rights (IPR), secrecy, security and safety of information and ensure the privacy and security of Information Systems and Technology. Contribute in formulization / amendments of rules and regulations required for electronic recordkeeping, filling of returns, licensing and registration, etc. Provide feedback on formalization of Commission’s policies so that Commission’s policies and IS&T strategy should be aligned accordingly.
  • Design and Implementation of major systems initiatives, multiple, concurrent and often disparate tasks for projects that involve innovative applications, dissimilar systems as well as databases and highly complex system integration and linkages. Identification and Development of key strategic systems for SECP to become a more efficient, effective, vigilant and modern regulator.
  • Applications Management Wing: The Applications Management wing is responsible for a variety function comprising of the design and development of a variety of Information Systems for the Commission and also provides maintenance of software applications already developed and deployed to meet the needs of the entire Commission. The software development undertaken by the unit is developed at the highest quality standards at par with international standards and best practices of software and is aimed at increasing the efficiency of business processes of various divisions and departments of the Commission. Some key information systems designed and developed by the wing are eServices, Market Monitoring and Surveillance System, Insurance Industry Regulatory System, CRCS, the Commission’s website and Intranets and many more.
  • Infrastructure Management Wing: The Infrastructure Management wing is responsible for servers/users side infrastructure and services.  It continuously monitors infrastructure performance and availability in order to provide stable and reliable system management environments. Logs are produced and transformed into management friendly reports to review servers and services availability. The wing is also responsible for SECP’s Network / Internet infrastructure and services and continuously monitors infrastructure performance in order to provide stable and reliable network and internet management environments. Logs are produced and transformed into management friendly reports to review network availability and bandwidth utilization. In addition, this wing is also responsible for incorporating new, and upgrading existing systems along with the periodic checking, analyzing and implementation of fault tolerant systems.
  • Databases and Business Intelligence Management Wing: Database team directs or performs all activities related to maintaining a successful database environment. Responsibilities include designing, implementing, and maintaining the database system; establishing policies and procedures pertaining to the management, security, maintenance, and use of the database management system; and training employees in database management and use. Database team is responsible for user management at database level in addition to security management as well as generating reports and making changes to database at the request of users with proper authorization. Back up of database and other steps to ensure data integrity and security are also very important functions of the database team. Database team also works with consultants and vendors for study of database management systems, management of electronic exchange and document management system, in order to keep the databases updated according to the requirements of the users. Close monitoring of the system removes any redundancy and ensures integrity of the data.
  • User Support Management Wing: The wing is responsible for providing state of the art services to users inside and outside the Commission. It handles client computer application deployment issues and troubleshooting. The wing is also responsible for entertaining problems and queries of outside stakeholders in support of the online applications.
  • Disaster Recovery Management Wing: DR team acts to counteract interruptions to the Commission’s business activities and to protect critical business processes from the effects of major failures of information systems or disasters and to ensure their timely resumption, the IS&T division is in the process of establishing the Business Continuity and Disaster Recovery Centre at CRO Lahore. This project is in its implementation phase. Site preparation for Disaster Recovery Centre is underway.
  • Business Process Analysis, Management and Re-engineering Group
  • Information Security & Quality Assurance Management Group

The Quality Council and Information Governance & Security Council have been constituted to monitor, review, comply and update Quality and Information Security related policies and procedure with international standards.

 

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TRANSFORMATION & KNOWLEDGE MANAGEMENT DEPARTMENT

The function of Transformation & Knowledge Management Department is to:
    1. Develop Standard Operating Procedures (SOPs), systems (IT and other) and operations to enhance organizational effectiveness
    2. Ensure Implementation of SOPs and systems
    3. Automate procedures
    4. Improve efficiency and effectiveness of procedures with a view to reduce turnaround time and simplify procedure
    5. Carryout continuous audit & analysis of processes & systems in terms of efficiency
    6. Develop Central knowledge Bank to preserve Institutional memory and decrease time required in retrieving and accessing historical and current data & information regarding various departments of SECP
    7. Ensure that appropriate reading material is available for all employees of the Commission in the form of Print Resources: Including books, journals & periodicals etc. and Online Resources including subscription of different online and off line resources from the national and international organizations.
 

COMPLAINTS & SERVICE CENTRE DEPARTMENT

The function of Complaints & Service Center Department is to:
    1. Process and ensure disposal of all complaints
    2. Respond to questions, complaints, and suggestions from general public
    3. Operate Call/ Service Center
    .
 

ADMINISTRATION DEPARTMENT

 
Administration Department is divided into following wings:

The function of Facilities and Event Management Wing is to:

  1. Provide offices / work stations for all employees of the Commission
  2. Provide standardized office furniture for use by employees e.g. Tables, Chairs, air- conditioners etc.
  3. Ensure a clean and secure office environment
  4. Ensure availability of adequate lighting, water, telecommunication, email, fax etc
  5. Provide where possible, designated parking for vehicles
  6. Ensure availability of stationery for all employees and to ensure that all stationery is procured within the Commission’s policies and procedures
  7. Ensure availability of adequate photocopying services/facilities
  8. Ensure that day care facility is appropriately maintained
  9. Ensure adequate security arrangements at all offices and residence of entitled officers
  10. Manage assets i.e. maintenance of appropriate record and physical verification of all assets of the Commission once a year
  11. Recommend disposal of un-used or obsolete assets
  12. Manage all property of the Commission including buildings and land
  13. Ensure appropriate insurance cover of all assets of the Commission
  14. Ensure appropriate arrangements for all events of the Commission
  15. Acquiring land and find new buildings on rent
  16. Be responsible of construction & maintenance of office buildings
  17. Maintain Gym, Library, Cafeteria and other facilities.

Travel & Transport Wing

The function of Travel & Transport Wing is to:

  1. Ensure timely procurement of vehicles for entitled officers and for pool
  2. Be responsible for hassle free vehicle maintenance arrangements for entitled officers of the Commission
  3. Ensure that all bills received for petrol, hotels and travel agents are processed on timely basis
  4. Make adequate arrangements for travel of officers of the Commission.

Procurement Wing

The function of Procurement Wing is to:

  1. Ensure that general procurements are arranged and processed on timely basis
  2. Acquire assets against approved requisitions.

Receipt & Issuance Wing

The function of Receipt & Issuance Wing is to:

  1. Process all incoming and outgoing mails.
  2. Maintain efficient record filing and tracking systems for all the mails

 
 
IS & T's Developmental Activities

eServices project is being undertaken with the objective to establish and implement online systems, which will improve the efficiency and effectiveness of the business processes of SECP, making it easier for outside stakeholders such as companies, Brokers, Surveyors, Individuals and Investors etc., to interact with the commission.

The objective of the project is to establish and implement online systems, which will improve the efficiency and effectiveness of the business processes of SECP, making it easier for clients such as companies, individuals and investors etc. to interact with the commission. Main features of the system will include online registration system for companies, online submission of annual, quarterly, and monthly returns by companies, online registration and tracking of complaints, etc. The system will also aim to reduce undue paper work and improve various processes within SEC. The features of the system which will enhance the internal workings of the commission include implementation of workflow environment, business process analysis, document analysis, and business activity monitoring and tracking etc.

Goals
On the successful completion of the eServices project it should have achieved the following goals:

  • Online company registration system
  • Online licensing
  • Online filing of returns
  • Online registration and feedback of complaints
  • An infrastructure easily capable of automating any business process of the Commission
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Call Centre
SECP is setting up a call center to handle complaints and enquiries related to laws and policies, registration of different types of companies, licensing requirements related to grant and renewal, facilitation and protection of investors, creditors, depositors, policy holders, and consumers, enforcement, monitoring, and compliance, and front end helpdesk for the eServices project. The call center number will be accessible throughout Pakistan, from 8:30 a.m. to 8:30 p.m. Pakistan Standard Time on weekdays, from 8:30 p.m. to 8:30 a.m. and during weekends offline query and message services will be available.
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Market Surveillance System
One of the important functions of Securities & Exchange Commission as a Regulatory body is to ensure compliance and adherence to the guidelines laid out by SEC for various markets throughout Pakistan. For this SEC is acquiring a system that can dynamically generate alerts on the basis of criteria defined, which will help in implementation of regulations. The objective is to empower surveillance staff with enough data to make informed decisions and to act on behalf of public to ensure efficiency and transparency.

The two most important functions to be carried out by the system are, market monitoring and case handling and investigation. The overall market monitoring activity is aimed at gathering and securing real-time information for online and offline analysis. Any market monitoring activity requires the ability to obtain details of unusual activity on the market as soon as it occurs. For this purpose certain alerts maybe generated based upon the criteria defined by the surveillance professionals. The customized alerts are set based upon the benchmarking done on normal trading activity. Any abnormal activity will generate alerts to inform surveillance staff of unusual activity. Apart from that another aspect, which is very important for market monitoring is market information & access management. The information sources must be managed through multiple database interfaces, it should interface with stock exchanges database and external information databases such as newspapers, commercial information vendors and broker / client information databases. Case Investigation & Handling aspect of the market surveillance consists of investigation upon receiving various forms of alerts. This includes consultation with various reports and use of various case management and investigation tools to arrive at a conclusion. The reports maybe generic and specific in nature, for example, various fixed format and customizable report options should be there to view historical, current and even forecasted future market information in the context of the problem presented. The case management tools include risk management for the purpose of ensuring compliance to all baseline regulations. It also includes investigation from various outside sources, for example, the information management being carried out by connectivity with external market news feeds such as Bloomberg and Reuters etc. Information from internal and external sources maybe combined to arrive at a conclusion or derive facts about a particular case or investigation.

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Scanning and Archiving
The main goals of the project are to scan and archive all the documents and files of the Commission that are being used for day to day reference and decision making at the headquarters as well as all the Company Registration Offices. In addition to scanning and archiving the scanned images of the files will be searchable, based on Meta data stored with the archived images. This solution will in turn be integrated with the eServices system in order to enable end to end digitalization at the Commission.

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Real Application Cluster (RAC)
The Securities & Exchange Commission of Pakistan has recently deployed Real Application Cluster (RAC) for attaining high availability of critical applications. The success has made the Commission one of the very few organizations internationally who have attained this level by installing a powerful, reliable, secure, and scalable database platform based on Oracle RAC technology.

By virtue of the above mentioned deployment the Commission has also become the first organization in the public sector of the country where Oracle Real Application Cluster has been deployed.

Success Story

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Video Conferencing
The facility for video conferencing between the Head office of the Commission and the Regional Offices of Karachi and Lahore has been setup. This facility has greatly improved the communication for important decision making.
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Data Warehouse
The Commission has large quantities of data that have been collected over a period of years. The Commission recognizes that there is a lot of value in this historical data and has decided to build data warehouses to make the data accessible in a meaningful and timely manner.

The Data Warehouse would generate reports dynamically and help in better decision making based on the extensive data analysis and mining capabilities. The information generated can also be helpful in regulations and policy decisions. The objective is to empower users in various divisions at SECP to work on the data warehouse from their operational requirements point of view for generating various reports having policy implications.

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Disaster Recovery Center
The goal of this project is to setup a viable Disaster Recovery Center. It is necessary to ensure that the systems critical to keeping the organization viable are processed at an alternate site in time to avoid an intolerable business impact, in case of any unforeseen disaster.
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Enterprise Resource Planning (ERP)
Most of the Commission’s functional business processes are being automated using high end solutions through the eServices and other projects. In view of this the Commission has on principle decided to procure and implement an ERP solution for it’s support functions such as Finance, Administration, and Human Resource Management System, so that these systems can than be integrated with the each other and with the rest of the high end solutions to further enhance the overall working of the Commission.

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