Republic of the Philippines

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT

REGION IV-A CALABARZON

REGIONAL MEMORANDUM CIRCULAR NO. ~ 0?

FOR ALL PROVINCIAL/ HUC DIRECTORS, CLUSTER HEADS,

C/MLGOOS, LOCAL CHIEF EXECUTIVES AND ALL OTHER
CONCERNED

SUBJECT GUIDELINES FOR THE CALABARZON SUBAYBAYANI

AWARDS

DATE JULY 14, 2022

1.0 RATIONALE

The SubayBAYAN is a mechanism which enables the Department of the

Interior and Local Government (DILG) to perform its mandate as overseer for Locally-
Funded Projects (LFPs). For the past years, DILG IV-A has been exploring
opportunities to improve the status of implementation of LFPs relative to the
completeness and compliance of data entry in the SubayBAYAN System. The
CALABARZON SubayBAYANI Awards was formulated to incentivize the efforts of
local government units (LGUs) within the region, in their efforts to constantly update
pertinent information in the Subaybayan system.

2.0 OBJECTIVE

The CALABARZON SubayBAYANI Awards aims to recognize LGUs and DILG

Provincial/HUC Offices who have shown excellence and consistent performance in
the conduct of their duties in the implementation of LFPs, and in reporting and
encoding project implementation status in the SubayBAYAN System. SubayBAYANI
Awards also aims to boost participation over LGU in utilizing the SubayBAYAN
System to report LFP status - being the main database of the Dl LG for LFP Monitoring.
Finally, this will also serve as recognition of the efforts and dedication of LGUs to
effectively and timely implement projects that would be of great benefit to their
constituents according to their respective capacities.

3.0SCOPE AND COVERAGE

All LGUs with Locally-Funded Projects from 2017 up to present, enrolled and
monitored under the SubayBAYAN System, are eligible for the award/recognition.

4.0 CRITERIA

Qualified LGUs must satisfy the following criteria to be recognized as

awardees:
 a. TIMELINESS: project implementation should follow its
corresponding project implementation schedule to ensure
timely completion of PPAs. LGUs must also update
milestones and other pertinent information in SubayBAYAN to
ensure that information reflected in the portal are in line with
the actual project status.

b. COMPLETENESS: provision of relevant information

pertaining to the implementation of LFPs allows the
department to effectively monitor its progress. Thus, it is vital
to ensure the compliance of LGUs in encoding data and
uploading pertinent documents in the system. This contributes
to improving transparency and further increasing LGUs
engagement with the general public.

c. ACCURACY: it is important that information supplied by LGUs

are consistent with actual conditions. Data and documents
provided through the SubayBAYAN system, especially those
pertaining to financial transactions, must be accurate and
verifiable. This does not only demonstrate transparency but
also provide protection from corruption.

5.0 SCORING

Final Compliance Rate of LGUs is the sum of weighted average of the present project
status in the system, each based on the total number of accurately complied fields
over total number of fields to be compiled.

Project status requires different number of fields to be complied, viz:

“Not Yet Started” -10 Fields per Project

“Cancelled” - 5 Fields per Project
“On-Going” - 11 Fields per Project
“Completed” -14 Fields per Project

Sample Computation for this can be seen in the Annex A of this Memorandum.

Final Completion Rate can be computed thru the formula:

Projects CompletedsB
Final Completion Rate = X 100%
Projects CompletedActuai

Wherein:
Projects CompletedsB =No. of projects in SubayBAYAN, with project status labeled
COMPLETED, and BOTH Physical and Financial
Accomplishment is at 100%
Projects CompletedAcaiaX = Total completed LFPs, monitored by the Department, as per
actual monitoring.
Note that only LGUs with scores greater than or equal to 70% for the Final Completion
Rate and Final Compliance Rate will be considered for the individual LGU awards.

Generation of data for the computation of Final Compliance Rate and Final
Completion Rate will be done every 5th day of the last month of the Semester. Data in
consideration will only be inclusive to the months of the considered Semester.

Best DILG Provincial/HUC Office

The scoring for this award will be based on the overall compliance and completion
rate of the province/HUC, and its completed activities/initiatives/interventions in
raising the compliance and completion rate of LGUs within their area of responsibility
in SubayBAYAN.

Herewith is the pointing system:

A. Compliance Rate:

Average Final Compliance Rate of each Province/HUC will be ranked, from

highest to lowest, with the corresponding points, viz:
Highest Score: 6 pts
2nd Highest Score: 5 pts
3rd Highest Score: 4 pts
4th Highest Score: 3 pts
5th Highest Score: 2 pts
Lowest Score: Ipt

B. Completion Rate

Average Final Completion Rate of each Province/HUC will be ranked, from

highest to lowest, with the corresponding points, viz:

Highest Score: 6 pts

2nd Highest Score: 5 pts
3rd Highest Score: 4 pts
4th Highest Score: 3 pts
5th Highest Score: 2 pts
Lowest Score: 1 Pt

C. Activities/Intervention:

1. Official Activity: 3 pts - Activities facilitated by the Provincial/HUC Office in

aiding their respective LGUs in their SubayBAYAN issues, concerns,
encoding.
MoVs: Activity Design, Post-Evaluation, PACR
Invitation to LGUs
Activity Documentation
Note that if the activity has the same title and/or purpose, held at different
dates for different LGUs, that will count as one (1) activity.
 2. Semi-Official Activity: 2pts - Activities facilitated by the Provincial/HUC
Office in aiding their respective LGUs in their SubayBAYAN issues,
concerns, encoding.

MoVs: Invitation/Letters to LGUs

Activity Documentation

Note that if the activity has the same title and purpose, held at different
dates for different LGUs, that will count as one (1) activity.

3. Other informal intervention in assisting respective LGUs in their

SubayBAYAN issues and concerns: 1 pt

Activities/Interventions to be considered should be held within the Semester for

assessment of these awards.

Further, for the Official Activity Category, all MoVs indicated should be
submitted. Failure to submit at least one of the MoVs indicated would place the
aforementioned in the Semi-Official Activity.

DILG Provincial/HUC Offices with the highest accumulated points from the Completion
Rate, Compliance Rate, and Activities/Interventions shall win the award.

6.0 AWARDS

6.1 Best in Compliance

6.1.1 Top SubayBAYAN Compliant LGU - This award will be given to the
top scoring LGU, within the Region, in terms of their respective Final
Compliance Rate.

Category A - Provincial Governments

Winner -1

Category B - Cities and HUC

Winner -1

Category c - 1st - 3rd Class Municipalities

Winner -1

Category D - 4th - 6th Class Municipalities

Winner -1

6.1.2 Outstanding SubayBAYAN LGU in CALABARZON- This award will

be given, in recognition, to the Highest Scoring LGU, in the region.
Winner -1

6.2 Best DILG Provincial/HUC Office - This award will be given to the
provincial/HUC office with the highest overall score, considering the
province/HUC’s overall compliance rate, and PO/HUC interventions and activities
regarding the compliance in SubayBAYAN for their respective LGUs.
Winner -1
6.3 Best in Completion Rate
Top LGU Implementer - This award will be given to the top scoring LGU,
within the Region, in terms of their respective Final Completion Rate.
Category A - Provincial Governments
Winner - 1

Category B - Cities and HUC

Winner -1
Category C - 1st - 3rd Class Municipalities
Winner - 1

Category D - 4th - 6th Class Municipalities

Winner - 1

6.4 Best in Documentation- LGU with the best photo and/or video documentation
updates uploaded as MOVs in Physical Accomplishments in SubayBAYAN. This
will be judged by a selected panel of Judges with the criteria forjudging:

Completeness of documentation of project cycle 40%

Creativity 20%
Quality 40%
Total 100%
Winner - 1

Winners for the abovementioned awards will receive a Plaque of Recognition, and a
Certificate of Appreciation will also be given to their assigned C/MLGOO.

7.0 RESULT

The final result will be announced three (3) days before the awarding
program/ceremony, via electronic platform. Winners will be invited to attend the
awarding ceremony, to be conducted by Regional Project Development and
Management Units in June for First Semester Awards and in December for Second
Semester Awards.

8.0 EFFECTIVITY

This Regional Memorandum Circular shall take effect immediately.

ARIEL O. IGLESIA
Regional Director ^
AOI/LGCDD/bgp
 ANNEX A
Sample Computation for the Final Compliance Rate of LGUs

Below is the sample generated data of a certain LGU X in CALABARZON.

Project Status: ONGOING

Fields to be Considered: 11 Fields per Project
Fields Complied: 54
Total Number of Fields: 77

PROJECT CODE TITLE

Project Code No. 1 Project Title No. 1
Project Code No. 2 Project Title No. 2
Project Code No. 3 Project Title No. 3
Project Code No. 4 ProjectTitleNo. 4
Project Code No. 5 Project Title No. 5
Project Code No. 6 Project Title No. 6
Project Code No. 7 Project Title No. 7

f.........

Project Status: NOT YET STARTED

Fields to be Considered: 10 Fields per Project
Fields Complied; 4
Total Number of Fields; 20
MPLEMENTING UNIT
EXACT LOCATION

DATE OF NADAI
BENEFICIARIES

DED PREP

NOA
NTP
BID
MOI
1
:

PROJECT CODE - TITLE T. ▼ -r ▼ ▼ ▼ ▼ ' T ▼ ■. ▼

1 1
; ▼

Project Title No. B

1 1
Project Code No. 8

Project Code No. 9 Project Title No. 9

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Zl ON 01JI1 pefoJd 11 ON epoo }O0[oJd
-
;

^
^

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____ i '
aiiii -1 3000 loaroyd
BENEFICIARIES

onal Subsidy [ Original Amount |

EXACT LOCATION

onal Subsidy (Cancelled Allocation

onal Subsidy { Reverted Allocatioon

J

>
01. ;spi0!3 p j0qiunN |bioi
9 ;p0!ldLUOO sp|0!3
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91, ON 3|}|i josfoJd 91, ON apoQ pafojd
91. ON 9|;!1 pafojd 91 ON spoQ laafoJd
frl. ON ai;!l pafoJd ON apoQ pa[0Jd
£1 ON 3R!1103fOJd Zl ON apoopafoJd
Zl ON 9i;!i pafoJd ZI ON apoQ loafoJd
i 1. ON 3|1!1 joafojd 11 ON spoo pafoJd
01. ON a|l!l pafoJd 01 ON apoQ loafoJd
31111 3000 io3road
86 :sp|9!d P J9quLinN |epi
8Z :p0!|duuoo spi0!d
}O0foJd J0d sp|0!d t^i ;p0j0P!SUOQ aq oi spiey
a3131dn03 :sniBjs loefoJd
Steps in Computing for the Final Compliance Rate:

1. Compute for the Compliance Rate (CR) per Project Status

Fields Complied
— _________________________
Total Number of Fields

For LGU X, below is the computed CR per project status:

Fields Total Number

CR
Project Status Complied of Fields
(A) (B) (A/B)x 100%

Completed 78 98 79.59%

Not Yet Started 4 20 20.00%

On-Going 54 77 70.13%
Cancelled 6 10 60.00%

2. Compute for the Percent Weight (PW) for each project status considered per
LGU.

^fields per project

PWi

For LGU X, below is the computed PW per project status

Fields per project (i) PW

Project Status (A/B)
(A)
Completed 14 0.3500
Not Yet Started 10 0.2500
On-Going 11 0.2750
Cancelled 5 0.1250
TOTAL (B) 40 1.0000
3. Compute for the Final Compliance Rate (FCR) of the LGU thru the formula:

Weighted Average = CR x PW

Therefore,
i

FCR = ^ (Weighted Average) i

wherein:

CR = Compliance Rate
PW = Percentage Weight
n = number of project status to be considered

For LGU X, below is the computed FCR:

CR PW Weighted
Project Status Average
(A) (B)
(AxB)
Completed 27.8571% 0.3500 24.81%
Not Yet Started 5.0000% 0.2500 6.72%
On-Going 19.2857% 0.2750 11.63%
Cancelled 7.5000% 0.1250 8.84%
FCR 59.6429%