8.1 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 forms is available subject to conditions mentioned in Sec. 8.1.8 and 8.5. However, output report forms for PMCs are prescribed to facilitate consolidation of report.
1. The implementors shall accomplish the following input reports:
a. 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 targets. (RPMES Form No. I-1 – Monthly Physical and Financial Targets)
b. 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 of report. (RPMES Form No. I-2 – Monthly Physical and Financial Accomplishment Report)
2. 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:
a. Report on the Status of Projects Encountering Problems in Implementation (RPMES Form No. 0-1)
b. Project Monitoring Report by Project, by Agency and by Sector (RPMES Form Nos. 0-2, 0-3 and 0-4)
3. 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.
4. The output reports of the Provincial PMCs and progress reports of regional implementors shall be processed into consolidated monitoring reports.
5. As a general rule, the public shall be given access to RPMES reports and other documents.
6. The PMCs shall see to it that members of Congress, among others, are regularly briefed on the status of projects in their respective districts.
7. 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.
8. 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.
9. The existing reporting requirements of the Department of Public Works and Highways for infrastructure projects requiring the S-curve (for projects above P3 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 P3 million, the accomplishment of the prescribed RPMES forms is required.
8.2 INPUT FORMS
To come up with the 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.
1. Initial Project Reports (PMC Forms I-1) – Input reports containing 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 projects have been bidded/awarded, as the case may be, by the implementing agencies/GOCCs/LGUs.
2. Physical and Financial Accomplishment Report for Capital Investment Projects (PMC Form I-2) – Input report on physical and financial accomplishment of the project, 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 cutoff 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.
3. Project Exception Report (PMC Form 1-3) – 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.
8.3 OUTPUT FORMS
The Project Monitoring Committee has to come up with these types of reports:
1. 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 by/recommendations of the development council.
2. 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 on the financial and physical status of ongoing 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 in implementation and employment generated by the project in man-days.
3. 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.
4. Summary of Financial and Physical Accomplishment by Sector (PMC Form 0-4) – This output report will provide a summary of the overall financial and physical 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.
8.4 FREQUENCY AND TIMING OF SUBMISSION
The cutoff date of reporting the monthly accomplishment shall be on the 25th day of the month under report. The monthly reports shall 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.
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.
The system provides for two options in the generation of basic data on projects, the choice of which will depend on the capability of the units accomplishing the forms and the characteristics of the implementor’s existing monitoring system at regional, provincial, city and municipal levels.
Under this option, implementing agencies will accomplish two types of input forms: PMC Form 1-1 at the start of the year, and PMC Form 1-2 for the monthly/quarterly reporting of the status of project implementation. Non-government/People’s organizations as project monitors shall use PMC Form 1-3, 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 the recommended remedial actions. The implementing agencies may, at their option, also use this form to report problems, or outstanding performance.
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 1-3 will be accomplished by the NGOs, and the implementing agency. The PMC will evaluate the appropriateness of the implementor’s 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.