As report officer of the Philippine Rural Development Project (PRDP) Bicol infrastructure development (I-BUILD) component, newly-hired Project Development Associate Jamal Cadiz was tasked to upload all I-BUILD subprojects’ program of works to the Project’s Management Information System (MIS).
“Kritikal ang trabaho ko kasi kung ano gagawin ko, lalabas na accomplishment ng project so kailangan tama (My work is crucial because what I do will reflect the project’s accomplishment so accuracy is essential),” he said.
To efficiently accomplish his task, Cadiz decided to explore the MIS on his own until he became familiar with it. After the PRDP Web-based Monitoring and Evaluation (M&E) System Training, Updating and Encoding Session initiated by PRDP-Bicol on April 27, 2017 in Pili, Camarines Sur, Cadiz is now more confident in doing his function.
“Na-grasp ko na yung idea ng MIS and na-enrich ang kaalaman ko about the tool (I was able to grasp the idea about MIS and my knowledge about the tool was encriched),” he added.
The PRDP Web-Based M&E System was developed to systematize the Project’s existing M&E System. By generating real-time and more accurate data and information about the Project implementation status and interventions, it allows Project implementers to measure and track the Project Development Objectives (PDOs) and Immediate Result Output/Outcome indicators online. It also makes data and information readily accessible by the Department of Agriculture, World Bank (WB), local government units and other implementing agencies.
“By just clicking a button, mag-gegenerate sya ng Excel file na nandoon na lahat like I-BUILD, the entire portfolio, the pipeline and approved, ganoon din sa I-REAP (By just clicking a button, the system will generate an Excel file where everything can be viewed, both pipeline and approved I-BUILD and I-REAP subprojects),” PRDP South Luzon Management Information System (MIS) Officer Perseverando Sinogba said.
Meanwhile, after the Orientation on the Use of the PRDP Web-based Document Tracking System (DTS) on September 9, 2015, Emegene Manondo started using it to manage incoming and outgoing communications. However, she observed that some component staff were inactive in using the DTS thus, during the RPCO’s 1st Quarter Assessment and Action Planning in March 2017, she proposed for the reactivation of the DTS and retraining of PRDP staff to fully maximize its use.
The web-based DTS is an online document tracking tool designed to facilitate updating of document status online. It records the real-time status of processing of various documents including memoranda, letters, business plans, and feasibility studies within the PRDP offices from national to regional levels.
“Sa pag-reactivate ng DTS, mas madali na i-track ang mga documents. Makikita na ang actions taken and malalaman na mayrong kailangang aksyunan. Without DTS, manual lahat. Naka-contribute ng malaki ang DTS kasi halos real-time na ang recording. Nakikita na talaga ang flow ng documents from PSO to RPCO. Mas madali ang communication and actions (By reactivating the DTS, tracking the documents becomes easier. We can now view the actions taken and we easily know communications that need immediate action. Without the DTS, everything is done manually. The DTS contributes a lot (in efficient project implementation) because it allows real-time recording. It makes the flow of documents from PSO to RPCO visible thus, communication and actions are done faster),” Manondo said.
Magalona, PRDP-Bicol’s administrative assistant, agreed saying that through the DTS, PRDP staff won’t have to rummage through the actual documents.
“May pagbabasehan na ng data. Mas madali mag-inform at makikita ang action ng pinadalhan. At saka sa DTS, real-time (We now have a source of data, disseminating information becomes easier and we get a chance to know the actions taken by the recipient. Using the DTS, everything is done in real-time),” she said.
However, Manondo and Magalona suggested some tool enhancements like integrating actions taken per component and enabling the user to undo his or her last action. Sinogba, as MIS Officer and programmer, expressed his willingness to help and share his expertise in modifying the tools to improve the system.
Sinogba added that hopefully, through the Web-Based M&E and DTS Training, the staff were able to understand their roles and functions in the system. He also underscored the value of teamwork and good working relationship to efficiently and effectively maximize the use of said tools.
"Pag ginamit nila ito ng maayos at in a timely manner, makakagawa sila agad ng report and analysis. Kapag mali ang nilagay, alam nating mali ang magiging result ng analysis kaya dapat maya-maya i-check and mag-usap lahat (If they use these tools properly and in a timely manner, they (PRDP staff) can easily produce reports and analysis. Incorrect inputs in the system will generate wrong analysis thus, the system has to be checked regularly. Open communication is also necessary),” Sinogba added.
The comprehensive MIS and web-based DTS are among the best-practice tools recognized by the WB as contributory to the M&E’s highly satisfactory project performance particularly in strengthening governance. (Annielyn L. Baleza, DA-PRDP RPCO V InfoACE Unit)