September 10, 2015

As administrative assistant of the Philippine Rural Development Project (PRDP) Regional Project Coordination V (RPCO V), one of the major functions of Emegene M. Manondo, better known as “Emz,” is to record and maintain incoming and outgoing communications. She is also responsible in ensuring that said documents are endorsed on time to concerned component heads and Provincial Core Planning Team (PCPT) and Provincial Project Management and Implementation Units (PPMIUs). In addition, Emz is in charge of coordinating with them on the information needed by the PRDP Deputy Project Director and to fast track actions for PRDP-related matters.

As PRDP implementation in Bicol progresses, this becomes a Herculean task for Emz as currently, not all PRDP-related files are being forwarded to her office.

“Walang files ng lahat na dumadaan for PRDP, kung ano lang ang dumaan whereas lahat ng documents, endorsements and technical documents dadaaan sa akin for record, review and information ng lahat ng mga tao (I don’t have all the PRDP-related files, I only have those that were forwarded to me whereas I must have the firsthand access to all documents, endorsements and technical documents for record, review and information of everyone involved in the Project),” she said.

As an initiative and temporary solution to her dilemma, she uses the general office-based tracking system installed at the Office of the Regional Technical Director for Operations and Extension/PRDP RPCO V Deputy Project Director which enables her to have an access system of incoming PRDP-related files. However, for Manondo, the said tracking system is inefficient for PRDP because since it is centralized, the system is not exclusive to the Project.

“Lahat ng files na ira-route sa mga banner programs ng Department of Agriculture Region V (DA Region V) nasa database and hindi sya reliable in getting information about the current status of the document (All files to be routed for all banner program of the Department of Agriculture Region V are in the database and it is not a reliable source of information about the current status of the document

With the use of the PRDP web-based document tracking system (DTS), developed and implemented by the PRDP National Project Coordination Office Monitoring and Evaluation Unit to facilitate online updating of PRDP documents’ status, Emz has a permanent solution to her work concerns.

During the Orientation on the Use of the PRDP Web-based DTS, PRDP PSO South Luzon Management Information System (MIS) Officer, Perseverando Sinogba, said that the document tracking tool is designed principally to track the document/s, and secondly, to protect them from being lost.

“Through the new system, the number of incoming documents, the staff who is in possession of it, as well as the time elapsed and/or the remaining days left for processing or endorsement, is appropriately recorded”, he said.

He added that through the online document tracking tool, PRDP staff do not have to rummage through piles of office documents for purposes of monitoring its status.

The web-based DTS allows the user to create and receive a transaction or document with a unique reference number. It also features sections for released and completed transactions or documents in real-time.

Included for filing and endorsement in the DTS include memoranda, letters, copies of business plans, feasibility studies and accomplishment reports, among others.

Emz commented that this tracking system will afford everyone at RPCO V to be updated of urgent tasks to be accomplished. This will complement her function of coordinating all concerned component and units.

“Hopefully, pag lahat ng component and units ay gumamit nito, mas gagaan ang work ko and mas mamo-monitor ko pa ang status. Nabibigyan din nito ng extra push ang mga tao to comply kasi may timeline before ito mag-expire, at walang mane-neglect. DTS has a filter system and file reference number which are very helpful (Hopefully, if all component and unit heads will use (the DTS), my work will be easier and I can easily monitor the status (of the documents). Also, it gives an extra push for the staff to comply because it has a timeline of files’ expiration so that no transaction will be neglected. DTS has a filter system and file reference number which are very helpful),” she added.

Mr. Sinogba said that per NPCO National Deputy Project Director Arnel V. De Mesa’s directive, the South Luzon cluster has started using this tracking system in July 2015 right after the training facilitated by the NPCO.

The orientation for all Project Development Associates for Region V was conducted by Mr. Sinogba and PSO South Luzon M & E Officer Lorenzo Villacorte Jr. last September 9, 2015 at the PMED Conference Room of DA Regional Office No. 5. This was in compliance of the agreement made during the PRDP’ 1^st Implementation Support Mission for the South Luzon Cluster which was held in Puerto Princesa City, Province of Palawan.

“We expect that the region will use it to ensure a more effective and efficient PRDP implementation in Bicol,” Sinogba said.

Moreover, Emz said that she is thankful for the immediate and proper response from PRDP to address issues and concerns raised during the previous PRDP coordination meeting pertaining to mishandling of documents.

“They are very responsive and brilliant to come up with that (the web-based DTS) and hopefully, ma-adopt sya ng buong DA Region V. Sana din ma roll-out itong system sa PPMIU level because they are our main clients, and considering that we coordinate with two island provinces (They are very responsive and brilliant to come up with that (the web-based DTS) and hopefully, it will be adopted in the entire DA Region V. I also hope that they would trickle down the system to the PPMIU level because they are our main clients, considering that we coordinate with two island provinces,” she remarked.

The Geomapping, Monitoring and Evaluation Unit is one of the five units that consist the I-SUPPORT component of PRDP, designed to provide the Management with timely and significant information about the progress of the project implementation at all levels to guide them towards effective decision making.

PRDP is a World Bank (WB)-assisted project being implemented by the Department of Agriculture from 2014 to 2020 with a total budget allocation of P27.48 billion, composed of financing from the WB loan of P20.50 billion, Global Environment Facility grant of P287 million, National Government of P3.579 billion and Local Government Units equity of P3.118 billion. In six years, the Project aims to establish an inclusive, market-oriented, and climate-resilient agri-fishery sector in the country. (Annielyn L. Baleza, I-SUPPORT InfoACE Unit, DA-RAFIS 5)

PRDP PSO South Luzon Management Information System (MIS) Officer Perseverando Sinogba (standing, in white shirt) and PSO South Luzon M & E Officer Lorenzo Villacorte Jr. (seated, 1st from right, in checkered shirt) train the PRDP RPCO V staff on the use of the online PRDP document tracking tool during the Orientation on the Use of the PRDP Web-based DTS held at the DA Region V PMED Conference Room on September 9, 2015.

PRDP PSO South Luzon Management Information System (MIS) Officer Perseverando Sinogba (standing, in white shirt) and PSO South Luzon M & E Officer Lorenzo Villacorte Jr. (seated, 1st from right, in checkered shirt) train the PRDP RPCO V staff on the use of the online PRDP document tracking tool during the Orientation on the Use of the PRDP Web-based DTS held at the DA Region V PMED Conference Room on September 9, 2015.

The RPCO V Transaction/Document Archive featured in PRDP RPCO V’s Web-based Document Tracking System.