|
|
REPORTING
General Guidelines
To continuously
monitor the funds earmarked for each project/activity in
relation to the agency/LGU accomplishment, the prescribed
reports shall be accomplished by the various implementors and
monitoring units for capital investment project/activity
implemented. Option for the use of input form is available
subject to conditions mentioned in Sec.8.1.8 and 8.5. However,
output forms for PMCs are prescribed to facilitate consolidation
of report.
-
The implementors shall
accomplish the following input reports:
-
Initial Project
Reports - containing basic information on projects
to be implemented and activities to be undertaken during
the year. These include name of project, schedules,
financial and physical targets for each
project/activity. These are accomplished at the
beginning of the year or before project implementation,
or when there are revisions in the project target.
(RPMES Form No. I-1 - Monthly Physical and Financial
Targets)
-
Physical and Financial
Accomplishment Report - containing information on the
status or progress of projects implemented or activities
undertaken. The cutoff date for reporting project
accomplishment shall be the 25th day of the month
covering the period report. (RPMES Form I-2 -
Monthly Physical and Financial Accomplishment Report)
-
The following output
reports shall comprise the Consolidated Monitoring Report of
the Project Monitoring Committees at various levels, which
shall be submitted to the Development Councils and the next
level PMC;
-
Report on the Status
of Projects Encountering Problems in Implementation (RPMES
Form No. 0-1)
-
Project Monitoring
Report by Project, by Agency and by Sector (RPMES From
Nos. 0-2, 0-3 and 0-4)
-
NGO/PO authorized monitors
are encouraged to submit the Project Exception Report for
outstanding performance by implementors. Likewise, they
shall submit the same for problems/issues encountered in
project implementation.
-
The output reports of the Provincial PMCs and
progress reports of regional implementors shall be processed
into consolidated monitoring reports.
-
As a general rule, the public
shall be given access to RPMES reports and other documents.
-
The PMCs shall see to it that
members of Congress, among others, are regularly briefed on
the status of projects in their respective districts.
-
The suggested reporting
formats under the RPMES contain the minimum information
requirements for monitoring physical and financial
performance of implementors. Thus, other existing monitoring
reports required of agencies/monitors by mother
agencies/other bodies may continue to be accomplished.
However, it is encouraged that RPMES formats be utilized and
other information desired/required of implementors be
indicated as additional data in said RPMES forms.
-
A reporting option is available within
RPMES which provides for the use of the project implementors'
existing reporting formats in submitting reports, provided
that all the information requirements of the RPMES can be
satisfied, with regards
to coverage, content and frequency. The PMC concerned will
decide on the usefulness/acceptability of the existing
agency reports for RPMES purposes. Moreover, it (PMC) will
have to inform implementing agencies on data gaps in their
reports for subsequent reporting.
-
The existing reporting requirements of
the Department of Public Works and Highways for
infrastructure projects requiring the S-curve (for projects
above Php 3 million and with gestation periods of more than
one year), will continue to be accomplished, provided that
same be furnished the RPMC and other project monitoring
committees concerned. However, for projects costing below
Php 3 million, the accomplishment of the prescribed RPMES
forms is required.
Input Forms
To
come up with desired outputs, the RPMES suggests three (3) input
forms to be accomplished by implementing agencies and NGOs. The
formats of the input forms are simple and contain only the
minimum information required for project monitoring and
evaluation. These forms are used in monitoring and reporting the
status of project implementation for a single year.
-
Initial Project Reports (PMC Forms I-1) -
Input reports contains basic
information such as name of project, total project cost,
location, description of project and monthly schedules of
both financial and physical targets of each project. This
report will be accomplished at the beginning of the year or
after the projects have been bidded/awarded, as the case may
be, by the implementing agencies/GOCCS/LGUs.
-
Physical
and Financial Accomplishment Report for Capital Investment
Projects (PMC Form I-2) -
Input report on physical and financial accomplishment of the
projects, including employment generated, problems
encountered and measures recommended to solve these
problems. This will be accomplished by the implementing
agencies on a monthly basis. The cut-off date for reporting
project accomplishment shall be the 25th day of the month
covering the period of the report to allow for actual
submission of report to regional PMCs before the end of
reporting month.
-
Project Exception Report (PMC Form I-3) -
This report is used when implementation problems needing
immediate action by the PMC or the development council are
encountered, or when project implementation has been
outstanding. It records the critical problems that result to
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.
The formats and
guidelines for accomplishing these input forms are presented
in Annex B.
Output Forms
The
Project Monitoring Committee has come up with these types of
reports:
-
Report
on the Status of Projects Encountering Problems in
Implementation (PMC Form 0-1) -
Output report of the PMC on
projects encountering delays indicating actions
taken/recommendations of the development council.
-
Financial
and Physical Status of Capital Investment Projects (PMC Form
0-2) - Output report of PMC
on status of implementation in the region,
province/city or municipality. This report will provide
information and physical status of on-going capital
investment projects in a specific area. It will
contain the project title, implementing agency, schedules
(original or revised), financial and physical performance,
problems encountered to implementation and employment
generated by the project in man-days.
-
Summary of Financial and Physical
Accomplishment by Agency (PMC Form 0-3) -
This output report will provide a summary of the overall
financial and physical performance of implementing agencies
in a specific region, province/city or municipality.
-
Summary of Financial and Physical
Accomplishment by Sector (PMC Form 0-4) -
This output report will provide a summary of the overall
financial and phsical performance of the various sectors
(i.e., infrastructure, agriculture, social development,
etc.) in a specific region, province/city or municipality.
These reports will be submitted to the development councils and
next level PMCs for use in their assessment of project
implementation and in the identification of appropriate remedial
actions that can be taken at their level. Issues/Problems which
cannot be resolved at a particular level will be elevated to
higher level councils/committees. Formats and guidelines for the
preparation of these outputs are in Annex B.
Frequency and Timing of Submission
Provincial/City/Municipal Levels
The cutoff date of
reporting the monthly accomplishment shall be on the 25th
day of the month under report. The monthly reports will be
submitted to the PMC on or before the 30th day of the month
under report.
Consolidated
reports will be submitted to the respective development
councils on or before the 7th day of the month following the
reporting period.
Submission of the
consolidated reports from the provincial PMCs to the
regional PMCs will be undertaken on a quarterly basis, but
not later than two weeks after the reference quarter.
Regional Levels
Submission of
agency reports at the regional level and the provincial PMC
consolidated report will be quarterly. Agency reports will
be submitted to the Regional PMC not later than two weeks
after the reference quarter. The consolidated reports will
be submitted to the RDC on the third week of the month
following the reference quarter.
Consolidated
reports from the regional PMCs will be submitted to the
National PMC on or before the 30th day of the month
following the reference quarter.
Options
The
system provides for two options in the generation of the basic
data on projects, the choice of which will depend on the
capability of the units accomplishing the forms and the
characteristics of the implementors' existing monitoring system
at regional, provincial, city and municipal levels.
Option 1
Under this option,
implementing agencies will accomplish two (2) types of input
forms: PMC Form I-1 at the start of the year, and PMC Form
I-2 for the monthly/quarterly reporting of the status of
project implementation. Non-government/People's
organizations as project monitors shall use PMC Form I-3,
the project exception report form, to record findings
(problems/issues and outstanding performance) identified as
a result of project visits. The form will likewise contain
the reasons and recommended remedial actions. The
implementing agencies may, at their option, also use this
form to report problems, or outstanding performance.
Option 2
This option
provides for the use of the existing report forms of line
agencies. Instead of filling up the prescribed initial and
status report forms, the implementing agencies will provide
the PMCs copies of their reports. This is on the premise
that these reports contain all the information/data
consistent that are required by the PMCs to prepare
prescribed output reports. As in Option 1, PMC Form I-3 will
be accomplished by the NGOs, and the implementing agency.
The PMC will evaluate the appropriateness of the
implementors reporting system (forms) to satisfy the
information requirement of RPMES. The PMC will have to
approve the use of Option 2 by concerned implementing
agency/corporation.
Figure 3
Reporting Options 1 and 2
   
   
   
   
|
