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RPMES MANUAL
OF OPERATION

PROJECT
MONITORING
REPORTS

ANNEX A

| PMC FORM I-1 |   | PMC FORM I-2 |   | PMC FORM I-3 |
 

Title: INITIAL PROJECT REPORT (PMC FORM I-1)
           PHYSICAL AND FINANCIAL TARGETS FOR CAPITAL INVESTMENT
           PROGRAMS/PROJECTS

Purpose: This report is used to record the basic information on capital investment programs/projects that are being implemented by the agency, GOCC or LGU. It will contain such information as name of project, funding source, location, total projecr cost, project schedule, mode of implementation and the physical and financial targets for the year. 

RESPONSIBILITY: Implementing Agencies/GOCCS/LGUs

FREQUENCY: To be submitted at the beginning of the year or at the start of the project and updated annually for multi year projects

SUBMISSION DATE: After the project has been bidded or awarded/contracted out or at the start of the project.

DISTRIBUTION: 1 copy - Project Monitoring Committee

IMPLEMENTOR: Name of Agency/GOCC/LGU that implements the project .

   For Column (1), indicate the following:

(A) Name of Project - Title of project as found in the approved program of work, loan or grant agreement. For reporting of subprojects (i.e., contracts, components) indicate reference to mother project title

(B) Location - Barangay/municipality/city/province/region where project is implemented

(C) Sector-Sub-sector - Refers to the sector and sub-sector of the project (e.g., infrastructure - roads; social development - education; agriculture - crops, etc) refer to Annex C for sector/sub-sector listing

(D) Funding Source - Indicate source of fund for the project, whether: Internal Revenue Allotment Share, , Calamity Fund, National Government Appropriations, Corporate Funds of GOCCs, Foreign Assisted Loan or Grant (e.g., ADB, WB, OECP, JICA, etc.)

(E) Force Account/Pakyaw/Name of Contractor - Indicate whether project work will be implemented by force account, pakyaw or if by contract, state name of contractor  

(F) Project Schedule (Start/End) - Month, day and year the project is expected to start and to be completed

   Columns (3-14) - Correspond to the physical and financial targets for the twelve (12) months of the year. For these columns, indicate the following:

Financial Schedule (Php '000) - Amount programmed for activities scheduled for implementation for the month;

Physical Targets in Percent (%) - Equivalent target in percent (as a percentage of total project) for implementation for the month;

Output Indicator/Targets - Indicate selected major activities/milestone (at most 5) where accomplishment is to be measured expressed in terms of physical units (e.g., hectares to be irrigated, number of classrooms to be constructed, kilometers of roads to be constructed, trainings to be conducted, children to vaccinated, etc.) with corresponding targets for the month; and

Employment Generated (in man-days) - Employment targeted to be generated by the project, expressed in man-days for the month.

   Columns 15 (Total) - Represents the total targets (sum of column 3-14) for the calendar year.

At the end of report, indicate the NAME, DESIGNATION and OFFICE of the person who prepared the report and the DATE the report was prepared. Said report should be noted by the Head of Agency at that given level. 

 

PMC FORM I-1
INITIAL PROJECT REPORT
Physical and Financial Targets for Capital Investment Programs/Projects
Implementors : _________________________________________

Prepared by: _______________________
Designation : _______________________                                     Noted: ____________________
Date:               _______________________                                                          Agency Head

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Title: PHYSICAL AND FINANCIAL ACCOMPLISHMENT REPORT
           FOR CAPITAL INVESTMENT PROGRAMS/PROJECTS
           (PMC FORM I-2)
 

Purpose: This report will provide information on the status of implementation of projects in the specific areas on a monthly basis. It involves reporting on the status of the overall accomplishment and financial status for the month and as of reporting period. Also reflected in the report are the problems encountered by the implementing agency that impede project implementation. 

RESPONSIBILITY: Implementing Agencies/GOCCS/LGUs

FREQUENCY: To be submitted monthly

SUBMISSION DATE:

Municipal/City/Provincial Level

On or before the 30th day of the month under report

Regional Level

Not later than two (2) weeks after reference quarter

DISTRIBUTION: 1 copy - Project Monitoring Committee

DEFINITION OF ENTRIS:

   As of - refers to the reference month

   Implementor - Name of implementing agency, GOCC or LGU implementing the projects

   Region - Region where projects are being implemented

   Province/City - Province or city where projects are being implemented

   Column (1)

Name of Project - Title of project as found in the approved program of work

Date Started - Month, day and year when project actually started

Target Completion Date - Date when the project is scheduled to be completed

   Column (2)

Location -  Municipality/City where project is being implemented

   (Columns 3-6) FINANCIAL STATUS (Php '000)

Column (3)

1. Program (Calendar Year)  - Cumulative total amount of funds required during the year based on the approved program of work

2. AA issued (Calendar Year) - Cumulative total Advices of Allotment (issued by DBM to the project firm from start of the calendar year)

Column (4)

1. Program to Date - Cumulative amount of funds required from start of project to reporting date based on the approved program of work (covers annual and multi year projects)

2. AA Issued to Date - Cumulative total Advices of Allotment issued by DBM from start of the project to reporting date

Column (5)

Expenditure (Unpaid Obligation to Date) - Total accounts committed to be paid for services rendered and/or work accomplished

Column (6)

Expenditure (Disbursement to Date) - Actual cash payments made through the issuance of Treasury Warrants and/or checks to the project, cumulative from the start of project implementation up to reporting date

   Column (7 - 9) PHYSICAL STATUS (%)

Column (7)

Output Indicator - Refers to project activities/milestones where accomplishment is to be measured. Output indicator no. 1 should reflect overall project target and accomplishment in percentage from start of the project to reporting period with succeeding output indicators to indicate selected major indicators and their corresponding targets and accomplishments.

Column (8)

Target to Date - Work scheduled to be accomplished from start of project implementation up to the reporting period.

Column (9)

Actual this Month - Actual work accomplished from start of implementation up to the reporting period.

Column (10)

Actual to Date - Actual work accomplished from start of implementation up to the reporting period.

Column (11)

Employment Generated - Employment generated by the project from start of the project to reporting period expressed in terms of man-days.

Column (12)

Remarks - Additional information on the project, such as problems encountered that impede project implementation, remedial measures taken, etc.

   At the end of the report, indicate the NAME, DESIGNATION and OFFICE of the person who accomplished the form and the DATE the report was prepared. Said report should be noted by the HEAD OF AGENCY at the particular level.   

PMC FORM I-2
PHYSICAL AND FINANCIAL ACCOMPLISHMENT REPORT
for Capital Investment Programs/Projects

As of ________________________________________________
Implementors : _______________________________________
region :                 _______________________________________
PROVINCE:             _______________________________________

Prepared by: _______________________
Designation : _______________________                                     Noted: ____________________
Date:               _______________________                                                          Agency Head

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Title: PROJECT EXCEPTION REPORT (PMC FORM I-3)
 

Purpose: This report is used when implementation problems needing immediate action by the Project Monitoring Committee/Development Councils are encountered or when project implementation has been outstanding. It records the critical problems that would result in delays in project implementation outside the tolerable limits, in the case of the former, and the factors that contribute to outstanding performance in the case of the latter.

RESPONSIBILITY: Non-Government Organizations, Concerned Citizens and Agencies

FREQUENCY: To be submitted as the need arises

DISTRIBUTION: 1 Copy - Project Monitoring Committee

DEFINITION OF ENTRIES:

Name of Project - Title of Project as found in the approved program of work

Sector/Sub-Sector - Sector or sub-sector to which the project falls (Refer to Annex C for Listings)

Location - Municipality/City/Province/Region where project is being implemented

Implementing Agency - Name of agency implementing the project

Implementing Status - Physical accomplishment of the project and indicate whether the project is ahead of schedule, behind schedule, or on schedule. Mark appropriate status.

Findings - Problems encountered in project implementation or outstanding performance of a project.

Possible Reasons/Causes - Events, incidents, etc. that may have caused the problems (e.g., delayed release of funds, contractors' poor performance) or factors that contribute to the outstanding performance.

Recommendations - Suggestions to improve work progress or to commend outstanding performance.

   At the end of the report, indicate the NAME, DESIGNATION and OFFICE of the person who accomplished the form and the DATE the report was prepared. Said report should be noted by the HEAD OF AGENCY at the particular level.   

PMC FORM I-3
PROJECT EXCEPTION REPORT

Name of Project:  _______________________               Location: _______________________________
Sector/Subsector:  ______________________             Implementing Agency: _____________________
 

Implementation Status:             ( ) Ahead          ( ) Behind Schedule          ( ) On Schedule

Prepared by: _______________________                             Office: ______________________
Designation : _______________________                            Date : ______________________   

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