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ANNEX A

FORM I-1

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 project 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 multiyear 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

DEFINITION OF ENTRIES:

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-Subsector – Refers to the sector and subsector of the project (e.g., infrastructure-roads; social development-education; agriculture-crops, etc.) Refer to Annex C for sector/ subsector 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, OECF, 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 when the project is expected to start and to be completed

Total Project Target – Indicate project targets (amount programmed, physical outputs of major activities (at most 5 items), overall percent completion in percent and employment generated) covering the implementation of the whole project

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 (P000) – Amount programmed for activities scheduled for implementation for the month;

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

Output Indicator/Targets – Indicate selected major project activities/ milestone (at most 5) where accomplishment is to be measured expressed in terms of physical units (e.g. hectares to be irrigated, no. of classrooms to be constructed, kms. Of roads to be constructed, trainings to be conducted, children to be 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 col. 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 the Agency at that given level.

FORM 1-2

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 physical accomplishment and financial status for the month and as of the 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:

Municipality/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 ENTRIES:

As of – Refers to the reference month

Implementor – Name of implementing agency, GOCC or LGU implementing the project(s)

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

FINANCIAL STATUS (P000) (Columns 3-6)

Column (3) a) Program (Calendar Year) – Cumulative total amount of funds required during the year based on the approved program of work

b) AA Issued (Calendar Year) – Cumulative total Advices of Allotment issued by DBM to the project firm from start of the calendar year

Column (4) a) 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)

b) AA Issued To Date – Cumulative total Advices of Allotment issued by DBM from start of project to reporting date

Column (5) Expenditure (Unpaid Obligations 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 start of project implementation up to reporting date

PHYSICAL SATUS (%) (Column 7-9)

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 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 for the month

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.

Form I-3

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 Council 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: Nongovernment Organizations, Concerned Citizens and Agencies

FREQUENCY: To be submitted a 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/Subsector – Sector or subsector 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

Implementation 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 prepared the report and the DATE the report was prepared.