FOLLOW-THROUGH

TRAINING-WORKSHOP FOR
DILG FIELD OFFICERS

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT

OFFICE OF PROJECT DEVELOPMENT SERVICES
 The OPDS
Office of the
Director

PCDD PMED

CMGP PMO AM PMOs

WSSPMO
(KALSADA) (BUB/ADM)

LAR
SALINTUBIG

DRROI
WATER
 ACTIVITY OVERVIEW
• System Overview
• Data at a Glance
• System Development Updates
• Hands-on Training Proper
• Next steps
• Action Planning
• Open Forum/Discussions
• Commitments
 SYSTEM OVERVIEW

 Also known as the Enhanced Programs and Project Management

System (E-PPMS). Formerly PPMS & 1OPDS
 The official portal of the Department in reporting, monitoring and
providing the public with an accurate information on the implementation
of OPDS Locally Funded Projects (LFPs)
 Web-based tool/system;
 SYSTEM OVERVIEW
 Accessible under the Intranet of the DILG website: www.dilg.gov.ph or
URL: http://intranet.dilg.gov.ph; or subaybayan.dilg.gov.ph for public
users and LGU encoders
 Developed by the Information System and Technology Management
Services (ISTMS) in partnership with the OPDS;
 Named as SubayBAYAN in March 2018, with a tagline: “Subaybayan
ang Proyektong Bayan”
 SYSTEM FEATURES
PROJECT PROFILING

PHYSICAL AND FINANCIAL

ACCOMPLISHMENTS

GEO-TAGGING AND MAP

INTEGRATION

DASHBOARD

PROMOTING PROJECT USING

FACEBOOK APIs

SINGLE SIGN-IN THROUGH DILG

INTRANET
 OTHER FEATURES
VALIDATION, APPROVAL, AND
VETTING PROCESSES ARE SYSTEM
SUPPORTED

DATA REPORTED BY ENCODERS CAN BE

DOWNLOADED ANYTIME
 USER ACCESS AND ROLES
LGU User as Encoder

Encode/update project details, project images, milestones, physical and

financial accomplishment, goods/materials, and changes in project
implementation for his/her LGU (Province, City, Municipality) of
LGU User assignment

DILG
C/M User/ C/MLGOO
CLGOO/CD Validate data encoded by LGU User
MLGOO
PO
 USER ACCESS AND ROLES
C/MLGOO as Encoder

Encode project accomplishments and other project accomplishments of

the projects in his/her respective City/Municipality
DILG
CLGOO/CD
Update project profile
MLGOO
PO

C/M User/ C/MLGOO

 USER ACCESS AND ROLES

Validates all encoded data (e.g. milestones, and physical & financial
accomplishments)
Provincial
Validator

Regional level users approve all provincial level validated data, and
submit to OPDS
Regional
Approver
C/M User/ C/MLGOO
 USER ACCESS AND ROLES

Create, update, and delete project basic details

Vet project accomplishments and other project accomplishments

Administrator
(PMO/PMED)

Performs overall system management

Super
Administrator
C/M User/ C/MLGOO
(ISTMS)
 DATA AT A GLANCE
National Average

Project Completion Rate

Compliance Rate on Encoding and
(Physical Accomplishment)
Image Uploading

21%
39%
79%

Source: SubayBayan as of October 6, 2019 FY 2012-2018

 DATA AT A GLANCE
PROJECT COMPLETION RATE BY REGION

Source: SubayBayan as of October 6, 2019 FY 2012-2018

 DATA AT A GLANCE
PROJECT COMPLETION RATE BY PROVINCE

Source: SubayBayan as of October 6, 2019 FY 2012-2018

 DATA AT A GLANCE
COMPLIANCE RATE (Encoding) BY REGION

Source: SubayBayan as of October 6, 2019 FY 2012-2018

 DATA AT A GLANCE
COMPLIANCE RATE (Encoding) BY PROVINCE

Source: SubayBayan as of October 6, 2019 FY 2012-2018

 DATA AT A GLANCE
COMPLIANCE RATE (Image Uploading) BY REGION

Source: SubayBayan as of October 6, 2019 FY 2012-2018

 DATA AT A GLANCE
COMPLIANCE RATE (Image Uploading) BY PROVINCE

Source: SubayBayan as of October 6, 2019 FY 2012-2018

 TASKS AND REPORTING TIMELINE
Per DILG MC 2018-114 & DILG Memorandum
dated January 29, 2019

End of the month or last

25th Day of the Month or
First weekday after the Second weekday after the Third weekday after the working day of the
last WD before the 25th 25th day 25th month
falls on a weekend or a 25th day
non-working holiday
Sddsdsdswewewsd DFDDFcx J Sds

12:00 NN RO to approve
reports
Cluster Head reviews
reports of C/MLGOO
5:00 PM
RO to report on the 12:00 NN 5:00 PM
C/MLGOO 5:00 PM
physical status of
reports on the PO to validate reports implemented LFPs,
status of LFPs reviewed by CH PMO vets on the OPDS to extract
and the financial accuracy of data reports, prepares
implemented by status of LFPs in the analysis and submits to
the LGU PO/City FO Focal Region (except on USLG consolidated
Person to report on AM/ADM, and monthly reports on the
physical status of CMGP subprojects) status of LFPs
implemented LFPs
 THE IDEAL SCENARIO OF
UPDATING

Encoder

Validator

Approver

OUTPUT:
Timely and accurate submission of data to be vetted by PMO and to be
reflected in the SubayBayan System
 Why is there a need to
update?
Importance of updating:
1. For the public to know the status of project implementation.
2. Data to be reported to the top management
3. Inputs to determine Department accomplishments (Regional, Provincial, FOs)
4. SubayBayan serves as a reliable source of data by other offices and agencies.

Implications of not updating the status of projects:

5. Inaccuracy of reported data
6. Subject to inquiry by COA
7. LGU may be burdened of the non-compliance
 SYSTEM UPDATES
ISSUES/RECOMMENDATIONS RESOLUTIONS
2015 and below subprojects are still Approval for 2015 and below subprojects
locked in the system. is unlocked
 SYSTEM UPDATES
ISSUES/RECOMMENDATIONS RESOLUTIONS
Lack of data disallows user to save or to Encoding even with incomplete datasets is
continue encoding on the succeeding now allowed
pages
All input fields that require dates should Date select via calendar drop-down is
be provided with calendar drop down enabled
 SYSTEM UPDATES
ISSUES/RECOMMENDATIONS RESOLUTIONS
There should be data field for LGU Already included
Counterpart.
‘Upload Image’ tab does not appear Done
specifically on AM Program

System should accept geotagged images System now accepts geotagged images
 SYSTEM UPDATES
ISSUES/RECOMMENDATIONS RESOLUTIONS
The ‘Add Disbursement’ field does not Input restrictions revised accordingly
accept any data character
Administration button should not appear if System design revised accordingly
the subproject is by contract.

If project is LGSF, other milestones System design revised accordingly

should not appear (MOA Signed, FS, DED
Approval)
 SYSTEM UPDATES
Other Changes in the System

CATEGORY CHANGES MADE

Uploading of Certificate of Completion
and field for completion date (for 100%
physical accomplishment)
Physical Accomplishments
Validation of target and actual
accomplishments (>0 and <100)
 SYSTEM UPDATES
Other Changes in the System

CATEGORY CHANGES MADE

Multiple barangay in create and update
project (for OPDS PMO)

Project Details Multiple program in project search

Additional fields in project allocation

(reverted amount)
The percentage in the Project Content
Approval Pages
Summary and Approval Dashboards is
changed to numbers
 ON-GOING ENHANCEMENTS
ISSUES/RECOMMENDATIONS WHAT TO EXPECT
There are project update buttons that do Only necessary buttons will be shown
not appear in MLGOO page across user categories
The button should remain ‘red’ until all
data required has been filled-out.
System should have counter indicating Additional features to be added
number of data fields to be filled-out yet
by the MLGOO.
 ON-GOING ENHANCEMENTS
ISSUES/RECOMMENDATIONS WHAT TO EXPECT
The data field ‘Disbursement’ should be ‘Disbursement’ field will automatically be
deactivated if subproject is LGSF disabled
There will be an option to breakdown
projects into component subprojects with
Splitting of subprojects
auto compute function and data-field for
contractor details
The facility will allow
Adding of a ‘Document Audit’ facility checking/monitoring of encoding via a
scorecard-type interface
Subprojects implemented by the SPs per LGU are now listed accordingly
Provincial Government are also listed in
the SPs of MLGU
 REMINDERS
1. Please attach certificate of completion duly signed by LCE (not other
documents such as inspection report etc.)

2. Use ‘remarks’ box under project profile tab to explain or justify non-
utilization of fund.

3. Check previously encoded data before updating, entries will not

overwrite (obligation must not exceed national subsidy amount).

4. RO to refrain from directly updating the status/milestones of

subprojects. Please maintain the protocol/procedure prescribed
under SubayBayan policy.

5. For cancellation or deletion of duplicate entries, LGU must submit

written request to OPDS through proper channels.
DILG ACCESS
 INTRANET REGISTRATION
AND LOGIN
DILG Intranet log-in page.
 SubayBAYAN APPLICATION

To navigate to the SubayBAYAN main page,

click found on My
Applications panel on the left
 LOG-IN/SIGN IN AND SIGN UP

For LGU Users: http://subaybayan.dilg.gov.ph

 LOG-IN/SIGN IN AND SIGN UP

Don’t have an
account? Sign up!
 VIEWING OF PROJECTS

To see the list of all projects monitored by

the concerned C/MLGOO, click Projects
found on the menu bar at the left.
 SEARCHING OF
PROJECTS
To speed-up the process of searching the project, you may select combinations of
search filter options then click
 GENERATING OF
REPORTS
1. Select Region IV-A and Batch -1 (pre-selected)
2. Click button.
3. Click

1
2
 VIEW PROFILE

To view the complete project profile, click

VIEW PROFILE cont..
 ACTIONS AVAILABLE

• Milestones, Major Activities and its Physical

Accomplishments, Financial Accomplishments
such as Obligations, Disbursements &
Liquidations will be validated by the
Provincial Officer, approved by the Regional
Officer and vetted by the Administrator
(OPDS)

• Encoded incorrect details will be returned to the

C/MLGOO for revision.
 MAP YOUR PROJECT

1. To create map overlays, click Map

Your Project
MAP YOUR PROJECT cont..
 MAP YOUR PROJECT – Upload
Image
You can also Upload Image with geo-location, to show the exact location of
the project.
 MAP YOUR PROJECT – Add
Coordinates
You can also Add Coordinates (enter the latitude and longitude) to show the
exact location of the project.
 COMPLETE PROJECT PROFILE

1. To encode additional project

details, click Complete Project
Profile.
COMPLETE PROJECT PROFILE
 COMPLETE PROJECT PROFILE

2. Fill-in the details then click to save.

NOTE:
* Additional project details will be validated by the
Provincial Officer, approved by the Regional Officer and
vetted by the Administrator (OPDS).

* Encoded incorrect details will be returned to the

C/MLGOO for revision
 UPLOAD IMAGES

1. To add project images, click

Upload Images
 UPLOAD IMAGES

All images should provide a clear and with high

definition (HD) visual of the status being
reported.

Each photograph must not exceed 10MB in

size.
 UPLOAD IMAGES

2. To upload an image, click

 UPLOAD IMAGES

3. Click for the

image to be uploaded.

4. Fill in the details of the

image then click
to save.
 UPLOAD IMAGES
5. To delete an uploaded image, click

6. Click to confirm deletion.

 UPLOAD OF IMAGES -
Infrastructure
1. Before the Project 3. Subproject
Implementation Billboard
(the proposed new site or
2. Community
the old structure; or the Billboard (within 15 days upon
source, for water system receipt of Notice to
projects) Proceed)

4. Within the 20 – 40 5. During the 50 – 70 6. During the 90

Percent Physical Percent Physical Percent Physical
Accomplishment Accomplishment Accomplishment

7. During 100 Percent Physical

Accomplishment 8. During the
Operation/Utilization
(within 5 days upon the issuance of of the Project
Certificate of Completion)
 UPLOADING OF IMAGES -
Procurement
1. During the Delivery 2. During the Use or
and Acceptance of Utilization of Goods or
Project Equipment

All images should provide a clear visual of

the status being reported.
SubayBAYAN accepts photograph up to
10.0 megabytes (MB) in size
 ADD MILESTONES

1. To encode project milestones, click Add

Milestones.
 ADD MILESTONES
2. Fill-in the details then click
 ADD OBLIGATION
ADD OBLIGATION

1. To create a financial obligation, click

Add Obligation
 ADD OBLIGATION
2. Fill-in the details then
click
to save.

3. To update or edit an obligation, click

4. To delete an obligation, click

 ADD DISBURSEMENT

1. To create a disbursement based on the

financial obligation, click Add
Disbursement
 ADD DISBURSEMENT
2. Fill-in the details then
click
to save.

3. To update or edit a disbursement, click

4. To delete a disbursement, click

 ADD LIQUIDATION
2. Fill-in the details then
click
to save.

3. To update or edit a liquidation, click

4. To delete a liquidation, click

 ADD PHYSICAL
ACCOMPLISHMENT

1. To add physical accomplishment, click

Add Physical Accomplishment.
 ADD PHYSICAL
ACCOMPLISHMENT
2. Choose the major activity and fill-in the necessary details then click
to save.

3. To update or edit an activity, click

4. To delete an activity, click

 ADD GOOD/MATERIAL
PROCURED

1. To add good/material procured, click

Add Good/ Material Procured.
 ADD GOOD/MATERIAL
PROCURED
2. Fill-in the details then
click
to save.

3. To update or edit goods/materials, click

4. To delete goods/materials, click

 ADD LIQUIDATION

1. To create a liquidation based on the

disbursement, click Add Liquidation
VALIDATION AND
APPROVAL
 APPROVAL
To see the list of all components to be
checked and approved by the Regional
Office, click Approval found on the menu
bar at the left.
 APPROVAL – Project Profiles

For Regional Level Approval ONLY

APPROVAL – Project Profiles
 APPROVAL – Project Profiles

1. Select “Submitted” in Approval Status to see projects that needs your approval.
2. Click to display the list of projects for approval
 APPROVAL – Project Profiles
3. On the list, choose Project then click
 APPROVAL – Project Profiles

4. Review the project details

 APPROVAL – Project Profiles
4. TAKE ACTION.
• Approved
• For Revision
APPROVAL – Accomplishments
APPROVAL – Accomplishments
 APPROVAL – Accomplishments
1. Choose the selection criteria.
2. Click to display the list of projects for approval
 APPROVAL – Accomplishments
3. On the list, choose Project then click
 APPROVAL – Accomplishments
4. Review the project content and accomplishments
 APPROVAL – Accomplishments
4. TAKE ACTION.
• Approved
• For Revision
 AGYAMAN
Daghang Salamat
SubayBayan
Facebook Page
 REMINDERS
1. Please attach certificate of completion duly signed by LCE (not other
documents such as inspection report etc.)

2. Use ‘remarks’ box under project profile tab to explain or justify non-
utilization of fund.

3. Check previously encoded data before updating, entries will not

overwrite (obligation must not exceed national subsidy amount).

4. RO to refrain from directly updating the status/milestones of

subprojects. Please maintain the protocol/procedure prescribed
under SubayBayan policy.

5. For cancellation or deletion of duplicate entries, LGU must submit

written request to OPDS through proper channels.
• Include slide to input reasons/justifications for
non-utilization of funds
• Include slide for cancellation of SPs in the
system
SAMPLE GEOTAGGED PHOTO