business improvement implementation projects (biips ... · business improvement implementation...

Business Improvement Implementation Projects (BIIPs)

Accomplishment for CY 2007

The RIMSS Core Team (RCT)

members regularly meet to address

Business Improvement Implementation

Project (BIIP) issues and for the year

2007, the RCT undertook and

accomplished the following activities:

1. Reactivation of the Document

Tracking System (DoTS)

It took a while before the

implementation of DoTS was taken

seriously by the implementing and

processing offices. In an effort to

reactivate its use, the RCT initiated the

creation of a DoTS Evaluation

Committee. By virtue of Department

Order No. 70 series of 2007, the DoTS

Evaluation Committee was created and

composed of: Director B. Elizabeth E.

Yap, Chairman; Asst. Director Gilberto

S. Reyes, Asst. Director Judy F. Sese,

Assistant Director Carlito L. Nacional

and Asst. Project Director Constante A.

Llanes Jr.

One of the responsibilities of the

Committee was to review and revise, as

necessary, the Department Orders

pertaining to DoTS. The most crucial

factor that triggered its modification was

the inclusion of the list of supporting

documents required by all processing

offices. The Committee’s review and

eventual amendment of the policy for

DoTS implementation resulted to the

issuance of D.O. No. 2 (Implementation

of the Document Tracking System for

Consutlating Services) and D.O. No.6

(Implementation of the Document

Tracking System for Civil Works

Projects) series of 2008.

2. RITAC to gain support of

Regional and District Engineering

Offices for the implementation of

various planning application

systems

Despite the conduct of regular

trainings by the Planning Service on the

operation of various planning application

systems in the Regional as well as

District Offices, it was observed that

field offices do not update their data

regularly or do not care for the quality of

data being inputted to the systems.

Based on the Regional and District

Offices’ staff recommendation, the RCT

included in its RIMSS Information and

Technology Advocacy Campaign

(RITAC) conducted in all Regional

Offices, an extensive discussion on all

planning applications. These topics were

aimed to make all the Regional Directors,

Assistant Regional Directors, Regional

Division Chiefs, District Engineers, and

Assistant District Engineers aware of

these application systems, and what and

how these systems affect the overall

planning process of the Department. The

other topic tackled in the RITAC was on

safeguarding the automatic traffic

counters and submission of unreliable

traffic counts by the Regional and

District offices.

3. Upgrading the skills of Regional

Network Administrators

The RCT noted some challenges in

the management of the communication

network. From the report by some

designated regional and district network

administrators, it was learned that they

were given other office tasks and this

has, on many occasions, caused the delay

in the resolution of network problems

encountered by their Region/District.

D.O. No. 22 series of 2007 redefined

the duties and responsibilities of the

central, regional, and district network

administrators, and stipulated that these

administrators should be assigned full-

time. To empower this group, five (5)

batches of Regional/District Network

Administrators/System Administrators

and IT Help Desk Officers received IT

Training conducted by the MIS in the

year 2007. This has equipped them with

the necessary technical skills and at the

same time fostered camaraderie among

themselves.

(Continued on page 3)

January-March 2008 Department of Public Works and Highways Volume IX, Issue I

Inside this issue

DO No. 13 2

e-NGAS Rolls Out to DEOs 2

Propelling GIS in DPWH 3

IT Training Schedule 4

Ask Max Tekkie 4

RCT meeting (clockwise) Dir. B. Elizabeth Yap, Ms. Sharon Bautista, Ms. Elizabeth Pilorin,

Engr. Adriano Doroy, Engr. Rebecca Garsuta, Dir. Linda Templo, Engr. Elpidio Zabat

DO No. 13 sets Guidelines in the Procurement and

Installation of Road Safety Devices and Facilities

e-NGAS Rolls Out to District Engineering Offices

The issuance of Department Order

No. 13 s. 2008 is to emphasize the

DPWH’s objective to improve road

safety of the national road network by

prescribing standards and guidance for

safety planning, safety design, road

safety and risk assessment in all on-going

or newly completed road improvement

projects or on road sections identified as

hazardous locations or potential road

hazards. (Engr. Rebecca Garsuta)

Department Order No. 13, series of

2008 was issued supplementary to

Department Circular No. 09 s. 2004

which prescribed the guidelines on the

adoption and use of the road safety

manuals developed under the Road

Infrastructure Safety Project – Capacity

Building Component of the 6th ADB

Road Project completed on June 2004.

The four technical manuals and two

handbooks on road infrastructure safety

are the following:

1. Road Safety Audit Manual

2. Road Works Safety Manual

3. Highway Safety Design Standards

Manual – Par t 1 : Road

Safety Design

4. Highway Safety Design Standards

Manual – Part 2: Road Signs

and Pavement Markings

5. Accident Blackspot Identification /

Investigation Handbook

6. Project Evaluation Handbook

The Central Office e-NGAS Team

under the direction of CFMS Director,

Aristeo O. Reyes, and OIC Chief

Accountant, Marichu A. Palafox, has

been devoting hard work in ensuring the

successful implementation of the

Accounting Modules of the system in

District Engineering Offices. The MIS

staff and the respective Regional Office

Fiscal Controllers and Accounting Staff

are also actively involved in the District

Office implementation.

During the last quarter of CY 2007

and 1st quarter of CY 2008 all 29 District

Engineering Offices of Regions III and

IV-A began using the system and are

currently conducting parallel testing.

Three batches of training for Region

(Continued on page 4)

Financial management is a critical

function in the Department that, in the

past, has not been accorded sufficient

attention. The Department therefore

decided to give priority to the

improvement of its financial

management practices and have

subsequently taken significant action in

reforming this area. DPWH takes pride

in being the leader in the roll-out of the e

-NGAS, the Electronic New Government

Accounting System that was developed

by the Commission on Audit (COA).

The e-NGAS has been operational in the

Central Office – as well as Regional

Offices - since CY 2005 and the

Department has implemented the system

in more offices than any other agency.

The e-NGAS is the cornerstone of

the financial management

improvements in the

Department; it enables the

Department to improve the

recording and reporting of

its financial transactions.

Even if the full

implementation of the

system is still on-going,

the Department is already

enjoying the benefits of

the system. For example,

the creation of subsidiary

ledgers and the timely

preparation of financial reports are

facilitated with the use of the system;

financial information is readily available

at the fingertips of all users; and the list

goes on and on.

The e-NGAS is

envisioned by the COA to

have eleven modules.

Currently the Department

has implemented the three

Accounting Modules: the

General Ledger, Property,

Plant and Equipment, and

Inventory modules. The

Department is also

beginning to implement the

Budget Module. As COA

completes the other

modules the Department will also be

implementing these. The remaining

modules to be developed are: Cash,

Accounts Payable, Accounts Receivable,

Project Monitoring, Payroll, Personnel,

and Attendance and Leave.

RIMSS TAMBULI January-March 2008

Shown above are participants of the eNGAS training from Regional Office III

The Department has

made it a priority to

improve its

financial

management

practices

Propelling GIS in DPWH

optimize the use of GIS department-

wide. This seminar/workshop was held in

Baguio City last February 28-29, 2008

with the following documented results:

• Situation assessment, i.e. goals or

functions vs. requirements for spatial

information vs. existing GIS resources

and capabilities;

• GIS information product, project

identification and prioritization;

• GIS strategy explaining the sequence

of steps required to get the data and

other resources to a point where

creation of the high priority

information products and/or projects is

possible;

• Technology management plan that

outlines the existing technology

(software and hardware) used by the

organization as well as new

technologies the GIS requires; and

• Data management plan that includes

the master input data list. (Ms. Ma.

Nieva S. de la Paz)

The implementation of a department-

wide Geographic Information System

(GIS) for storage, analysis and display of

spatial information took off with the

procurement and installation of GIS

software and hardware under BIIPS-EO3

Contract. Awarded to Geodata Systems

Technologies, Inc., the contract was

implemented under supervision of the

RIMSS Integration and Coordination

Consultants (RICC). The Department’s

GIS installation has evolved, from early

stand-alone copies of ESRI ArcView 3,

to a system that provides a GIS

infrastructure that can be used in every

office connected to the Department-Wide

Area Network, including Regional

Offices, and which, if pursued, could be

implemented in the Department’s

intranet.

In the early stage of GIS acquisition,

it supported the Road and Bridge

Information Application (RBIA)

Locational Referencing System which

later became complicated by potential

restrictions imposed on the GIS

environment. This also affects integration

of data in the databases with the GIS and

applications or objects with GIS.

This software has undergone several

major releases and study has led to the

conclusion that it is desirable for the

Department to upgrade its existing GIS

software to procure additional licenses in

order to address the increased demand

for GIS within the Department. The

upgrade is beneficial in terms of

functionality, flexibility, and systems

administration.

As the current Department‘s GIS

infrastructure capabilities start to fail

short in providing the demand for the

increasing awareness and clamor by

Services, Bureaus, and Project

Management Offices to integrate GIS in

their activities, the DPWH Management,

on August 31, 2007, issued Special Order

138 series of 2008 creating a GIS

Steering Committee which is composed

of Director B. Elizabeth E. Yap,

Chairperson; Asst. Director Gilberto S.

Reyes, Vice-Chairperson; Director Maria

Catalina E. Cabral, Director Linda M.

Templo, Director Faustino N. Sta. Maria,

Jr., PM Criste Z. Navida, and Asst.

Project Director Constante A. Llanes, Jr.,

members.

The Committee is tasked with the

following responsibilities: recommend to

the Executive Committee program

initiatives for funding; establish

guidelines; conduct assessment of needs,

identification of scope, setting of

standards, and determination of

appropriate implementation mechanism;

and coordinate additional support to

address implementation issues.

After organizational meetings, the

Committee had a planning seminar/

workshop for the preparation of

investments for GIS licenses and other

related spatial technologies needed to


4. Rewards System

In the past, all Department Orders on

the implementation of application

systems in the Department contain

sanctions for specified violations. Sadly,

however, since these were not seriously

put into practice, implementing offices

do not adhere to the policies stated

(Continued from page 1)

thereat. Taking a more proactive stance,

therefore, the RCT proposed that in place

of imposing sanctions they be provided

with incentive and rewards. This

approach was actualized during the

Department’s 2007 Christmas celebration

where several awards were given to

field offices, of which, one was for the

implementation of the Document

Tracking System (DoTS).

5. Deployment of eNGAS to the

Regional and District Offices

The Comptrollership and Financial

Management Service (CFMS)

spearheaded the roll out and

implementation of the financial system

eNGAS to ROs and DEOs. This has

greatly facilitated their accounting

activities and reporting needs. (Ms. Ma.

Nieva S. de la Paz)

GIS Steering Committee planning workshop held in CAR - Baguio City (l-r) Front row: Dir. B. Elizabeth

Yap, Dir. Linda Templo, Ms. Belinda Fajardo, Engr. Jun Barrot, Engr. Visna Manio, Dir. Faustino Sta.

Maria, Dir. Gil Reyes, Mr. Arthur Narciso, Dir. Constante Llanes; Back: Mr. Fortunato Bergania, Mr.

Egan Louis Fajardo, Ms. Billie de la Cruz, Ms. Ma. Nieva de la Paz, Engr. Charlene Blando,

Engr. Willie Galang, Engr. Bobby Lim, Mr. Carmelino Tizon

IT Training Schedule CY 2008 (partial)

To obtain directory information, you may use one of the

following methods:

1. Online Phone Directory –for telephone numbers and

locations of personnel at the DPWH who are already

connected to the Communication Network just link on the

online phone directory at the DPWH Intranet Homepage.

2. Printed Directories – the telephone directory can be in electronic form or

printed in hard copies for immediate reference. You can also request a

copy by calling the IT Help Desk at 43070 at no charge. Be sure to give

your name and office for prompt response.

3. Directory Assistance Operator – if you are unable to locate the desired

information using one of the above methods or if you do not have access

to a computer, then you may ask the Directory Assistance Operator by

dialing ‘0’. However, you are strongly encouraged to use either the online

phone directory or printed directories to help reduce the traffic of

incoming calls from our external stakeholders.


Where do I get

telephone directory

assistance?

Search the

employee

contact

numbers on

the web!

http://dpwhweb/

Participants Date Courses Venue

Network Administrators of ROs and

DEOs connected to DPWH

Communication Network

(Trainors training)

19-May - 23-May Operation of OmniPCX 4400 IT Training Room 2, CO

26-May - 30-May Operation of OmniPCX 4200 IT Training Room 2, CO

Network Administrators of ROs

(remaining primary and alternate)

30-Jun - 4-Jul Operation of OmniPCX 4400 IT Training Room 1, CO

7-Jul - 11-Jul Operation of OmniPCX 4400 IT Training Room 1, CO

21-Jul 25-Jul Operation of OmniPCX 4400 IT Training Room 1, CO

11-Aug 15-Aug Operation of OmniPCX 4400 IT Training Room 1, CO

Network Administrators of DEOs

connected to the DPWH

Communication Network

16-Jun - 20-Jun Operation of OmniPCX 4200 IT Training Room 2, CO

30-Jun - 4-Jul Operation of OmniPCX 4200 IT Training Room 2, CO



4-Aug - 8-Aug Operation of OmniPCX 4200 IT Training Room 2, CO



Trainor's Training Course for IT

Resource Person

26-May - 28-May Operation of OmniPCX 4400

Trainor's Training Course for IT Resource Person IT Training Room 1, CO

2-Jun - 4-Jun Operation of OmniPCX 4200

Trainor's Training Course for IT Resource Person IT Training Room 2, CO

Ask Max Tekkie

RIMSS TAMBULI is a quarterly publication of

DPWH’s Road Information and Management

Support System Project with editorial business

address at:

DPWH Central Office

IT Help Desk - MIS

G/F ICC Bui lding

Bonifacio Drive, Port Area, Manila

Phone: 3043202 / 3043558 Fax: 3043202

http://www.dpwh.gov.ph

IV-A and two batches for Region III had

been conducted.

Implementation of the system for all

Districts in NCR and Region VII is

intended to be completed later this year;

(Continued from page 2)

and for all the other District Offices,

within the next few years. With the full

implementation of the e-NGAS in all its

offices, the Department has now an

important tool to better manage its

finances. (Mr. D. Michael Cleary)

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