Regular Updating of Content of the BIR Website/Portal/Knowledge Base

December 14, 2007 REVENUE MEMORANDUM ORDER NO. 001-08 SUBJECT : Regular Updating of Content of the BIR Website/Portal/Knowledge Base TO : All Concerned Revenue Officials and Employees I. OBJECTIVES As part of the continuing efforts of the Bureau of Internal Revenue (BIR) to provide relevant, accurate and timely information about taxation and tax administration matters, as well as make access to the Bureau's eServices easier, enhancement of the BIR website was undertaken (through the BIR Portal Project) to make it more useful to both the Bureau's external and internal stakeholders. cEaCTS Toward this end, this Order is issued to: 1. Specify the information for posting in the BIR website/portal/knowledge base and the corresponding source of information; and 2. Prescribe the policies and responsibilities of concerned BIR offices to institutionalize the regular update of information posted in the BIR website/portal/knowledge base. 1uptax08 II. DEFINITION OF TERMS BIR Portal an enhanced BIR website; it is a transaction hub where the public can conveniently conduct business with the BIR over the internet anytime, anywhere and get valuable information and access eServices like never experienced before. Knowledge base (KB) contains information similar to the BIR website except for some information relevant to internal users, particularly the BIR Contact Center (BIRCC), such as repository of resolved escalated issues, script loaded in the BIRCC Interactive Voice Response System (IVRS), list of contact persons per BIR office, etc. Content Management System (CMS) software that manages the content of the BIR website/portal and knowledge base. It allows non-technical users to update intranet resources, and functions hand-in-hand with other portal services to provide such fluidity of access and publishing functions. caAICE CMS Templates collection of Hypertext Markup Language (HTML) documents containing special tags, which define the data and layout specifications for a series of web publications. Article one set of content (includes text, images and file attachments) that is inputted into the CMS template by the CMS user and saved for publishing to the web resources. HScaCT CMS Editors appointed BIR personnel that create articles to be published in the BIR website, portal and knowledge base. This can be done by inputting text and uploading images and documents for attachment. CMS Approvers selected BIR officials who review the articles created by the respective office's CMS Editor prior to approval or rejection of the same. CMS Publisher appointed BIR official (normally the Chief or Assistant Chief of the Corporate Communications Division) who views the articles approved by the CMS Approvers for purposes of approving or rejecting its publication over the BIR website/portal/knowledge base. Portal Channels the aggregated content with direct links to the available information resources. CMS Process Flow The Content Management System (CMS) process starts with the CMS Editors creating new articles/web content and submitting the same to the CMS Approvers, for review/verification. CMS Approvers validate the accuracy of the created articles, then either approve or reject it. CMS Editors subsequently revise any rejected articles and resubmit them, as necessary, for approval, while CMS Approvers forward the approved articles to the CMS Publisher for its actual publishing/posting in the BIR website/portal/knowledge base. CMS Publisher then examine the approved work and decide either to publish or reject these articles. Rejected articles are sent back to the CMS Editors, and the sequence of editing and approval begins once more, while articles for publishing are finally rendered into a resource and published to the correct location(s) within the BIR portal, knowledge base and web server. (Source: User Manual for BIR Portal Enhancement Project Content Management System Component prepared by Sun Microsystems Phils., Inc.) III. POLICIES 1. The BIR website/portal shall be made accessible to both internal and external stakeholders through the Intranet and Internet (at http://www.bir.gov.ph for the website and https://my.bir.gov.ph for the portal) and shall contain the information specified in Annex A of this Order. The knowledge base (KB) shall be made accessible to internal stakeholders only, initially to the BIR Contact Center agents/personnel. IaDSEA 2. Regular and prompt/timely updating of information/articles posted in the BIR website/portal/KB shall be the responsibility of the heads of BIR offices (both the source of information and CMS Approvers specified in Annex A of this Order) who are deemed owners of the information. Updating of information shall be done by the designated CMS Editor for the particular information (specified in Annex A) through creation and submission of articles to the respective CMS Approver using the portal's Content Management System (CMS). 3. Any article for posting/migration into the BIR website/portal/KB shall be reviewed and approved first by the respective head of office and Assistant Commissioner/Deputy Commissioner, where necessary, in order to ensure its accuracy. It shall be the responsibility of the CMS Approvers to ensure the accuracy of information being uploaded by their respective office's CMS Editor prior to its posting in the BIR website/portal/KB. 4. Whenever there is a need to post/publish new information (information not yet currently posted such as tax treaties, list of taxpayers with delinquent accounts, etc.) in the BIR website/portal/KB, the concerned BIR offices shall make a formal request thereon (using form in Annex B) and submit the same to the Corporate Communications Division (CCD). In the request, the following details shall be specified: a. Information for posting (hard and soft copies should be attached to the formal request); b. Duration of posting in the BIR website/portal/KB (whether one-time posting with a specific duration or intended to be posted permanently and updated regularly); c. Name of designated CMS Editor of office (together with the preferred user name) if new information is to be posted permanently and updated regularly ; and d. Name(s) and telephone number(s) of contact person(s) in the office. SDHAEC 5. New information for one-time posting ( i.e. announcements, information materials on new projects, etc.) shall be posted in the "What's New" portion of the BIR website/portal. In which case, the assigned CMS Editor from Corporate Communications Division (CCD) shall create an entry in the "What's New" portion and coordinate with the Systems Development Division (SDD) for the creation of link/uploading of soft copy of information into the FTP server. 6. If the new information is intended to be posted permanently in the BIR website/portal/KB and updated regularly, CCD shall request SDD to create a new template in the CMS to implement the automated posting of the new information and its succeeding updates by the office that made the request (owner of information). As information owner, the concerned head of office shall have to designate an Editor (preferably a Section Chief) who shall create articles/updates for posting in the BIR website/portal/KB, using the CMS. The CCD shall provide the briefing/walk through for the newly-designated CMS Editor. 7. If there is a need to revise the presentation/layout of currently posted information in the BIR website/portal/KB, the concerned BIR offices shall make a formal request addressed to the Chief, CCD indicating the details/the specifications for the desired revision and the name(s) and telephone number(s) of contact person(s). The CCD shall, in turn, coordinate with the SDD for the revision of the affected CMS template. HCacTI 8. In case of retirement, resignation, transfer to another office, or replacement of an office's CMS Editor, the head of office shall ensure the transfer of CMS technology to the identified replacement (new CMS Editor) at least two (2) weeks before the effectivity of retirement, resignation or transfer of the outgoing CMS Editor. On the other hand, in case of retirement, resignation, transfer to another office of the CMS Approver (usually the head of office), the incoming head of office shall prepare a memorandum addressed to the Chief, SDD communicating the change in CMS Approver, together with the preferred user name of the new CMS Approver. 9. Maintenance of the technical infrastructure ( i.e. CMS templates, network, servers, registration database, etc.) of the BIR website/portal/KB shall be the responsibility of the Information Systems Group (ISG). CcaASE A separate Order shall be issued to define the policies ( i.e. access to portal channels, security, registration, etc.) and responsibilities of concerned offices under the ISG in the maintenance of the technical infrastructure of the BIR website/portal/KB. IV. GUIDELINES AND PROCEDURES Concerned BIR Offices (Owners of Information specified in Annex A) A. Designated CMS Editor 1. Post the article(s) approved by the respective Assistant Commissioner and Deputy Commissioner (where necessary) in the BIR website/portal/KB within the day of receipt of article using the portal's Content Management System (CMS). 2. Prompt the head of office (CMS Approver) to review the article created via the CMS (the CMS Approver shall also receive an automatic e-mail prompt from the CMS). 3. Make necessary revisions in article(s) that may be rejected by the CMS Publisher. B. Designated CMS Approver 1. Oversee the preparation of article(s) to regularly update the content of (owned) information posted in the BIR website/portal/KB, and submit the same to the respective Assistant Commissioner and Deputy Commissioner (where necessary), for review and approval. TEHIaA 2. Review/check the articles created by the CMS Editor via the CMS in terms of its form (spelling, consistency of format, font, etc.) and correctness of attachment (if any), and approve/disapprove, as the case may be. 3. Submit a formal request to the Corporate Communications Division (CCD) in case of the following: a. Need to post/publish new information in the BIR website/portal the form in Annex B shall be used for this purpose b. Need to revise the presentation/layout of currently posted information in the BIR website/portal/KB the details/specifications for the desired revision(s) and the name(s) and telephone number(s) of contact person(s) shall have to be indicated in the request 4. Prepare a memorandum addressed to the Chief, Systems Development Division (SDD) communicating any change(s) in their office's CMS Editor/Approver, together with the preferred user name, within fifteen (15) days from date of reporting of new CMS Editor/Approver. cHAaEC C. Head of Offices Identified as Source of Information * 1. Oversee the preparation of article(s) to regularly update the content of (owned) information posted in the BIR website/portal/KB, and submit the same to the respective Assistant Commissioner and Deputy Commissioner (where necessary), for review and approval. 2. Forward hard and soft copies of the approved article for posting in the BIR website/portal/KB to the office of the designated CMS Editor/Approver for the particular information, as specified in Annex A. Corporate Communications Division (CCD) A. Designated CMS Editor 1. Prepare article(s) to regularly update the content of (owned) information posted in the BIR website/portal/KB. 2. Post in the BIR website/portal/KB approved article(s) assigned to the CCD (as specified in Annex A) within the day of receipt of article using the portal's Content Management System (CMS). 3. Prompt the assigned CMS Approver to review the article created via the CMS (the CMS Approver shall also receive an automatic e-mail prompt from the CMS) . 4. Make necessary revisions in article(s) that may be rejected by the CMS Approver/Publisher. EcATDH 5. Coordinate with the Systems Development Division (SDD) for the creation of link/uploading of soft copy of new information into the FTP server, in case of one-time posting of new information ( i.e. announcements, information materials on new projects, etc.) in the "What's New" portion. Once the file is uploaded, proceed with the posting of the new information in the BIR website/portal/KB using the CMS. B. Designated CMS Approver 1. Oversee the preparation of article(s) to regularly update the content of (owned) information posted in the BIR website/portal/KB. 2. Check the article(s) created by the CMS Editor via the CMS in terms of its form (spelling, consistency of format, font, etc.) and correctness of attachment (if any), and approve/disapprove, as the case may be. 3. Give briefings/walkthrough on the CMS for newly-designated CMS Editors. EDATSC C. Designated CMS Publisher (Chief/Asst. Chief, CCD) 1. Oversee the preparation of article(s) to regularly update the content of (owned) information posted in the BIR website/portal/KB, and submit the same to the Assistant Commissioner, Policy and Planning Service, for review and approval. 2. Review the articles approved by the CMS Approvers and publish it via the CMS in the BIR website/portal/KB once its form and attachment (if any) are found to be in order. Otherwise, reject the articles (indicate comments/reasons why article was rejected). 3. Prepare a request addressed to the Chief, SDD for the creation of new template in the CMS, for the permanent posting/regular updating of new information in the BIR website/portal/KB. AIHECa 4. Coordinate with the SDD for the specifications for changes in existing CMS templates requested for revision by other information owners. Systems Development Division (SDD) 1. Create link for the uploading of soft copy of new information into the FTP server for its posting in the "What's New" portion. 2. Develop new CMS templates and test it prior to deployment. 3. Revise CMS templates based on the specifications provided by the owner/source of information and test the revision prior to deployment. caCEDA 4. Create CMS account for new Editors/Approvers. 5. Coordinate with the designated BIR Portal Administrator, portal service providers and other offices in the Bureau's Information Systems Group for the resolution of technical issues related to the performance of the BIR website/portal/KB. 6. Formulate policies and procedures related to the maintenance of the portal's CMS. V. REPEALING CLAUSE This Order supersedes all revenue issuances or portions thereof inconsistent herewith. ICAcHE VI. EFFECTIVITY This Order takes effect immediately. (SGD.) LILIAN B. HEFTI Commissioner of Internal Revenue Footnotes * Refers to BIR offices that do not have its own CMS Editor but was identified as source of information in Annex A (specified in column 1 of the matrix) of this Order. ANNEX A AREA OF RESPONSIBILITY IN UPDATING THE CONTENT OF THE BIR WEBSITE/PORTAL/KNOWLEDGE BASE USING CONTENT MANAGEMENT SYSTEM INFORMATION EDITOR APPROVER FREQUENCY OF UPDATE Corporate Communications Division (CCD) What's New Designated CCD Staff Head of Office/Designated CCD Official Daily or as needed Index, Digest and Full Text of Revenue Issuances: Designated CCD Staff Head of Office/Designated CCD Official Daily or as needed - Revenue Regulations Designated CCD Staff Head of Office/Designated CCD Official Daily or as needed - Revenue Memorandum Orders Designated CCD Staff Head of Office/Designated CCD Official Daily or as needed - Revenue Memorandum Circulars Designated CCD Staff Head of Office/Designated CCD Official Daily or as needed - Revenue Memorandum Rulings Designated CCD Staff Head of Office/Designated CCD Official Daily or as needed - Revenue Bulletins Designated CCD Staff Head of Office/Designated CCD Official Daily or as needed Signed Appointments (to be provided by OCIR) Designated CCD Staff Head of Office/Designated CCD Official Monthly or as needed Tax Advisories (to be provided by ODCIRs) Designated CCD Staff Head of Office/Designated CCD Official Monthly or as needed BIR Plans (to be provided by Planning Division) Designated CCD Staff Heart of Office/Designated CCD Official Annually BIR Programs (under BIR Updates) Designated CCD Staff Head of Office/Designated CCD Official Monthly or as needed News (under BIR Updates) Designated CCD Staff Head of Office/Designated CCD Official Monthly or as needed Features (under BIR Updates) Designated CCD Staff Head of Office/Designated CCD Official Monthly or as needed BIR Annual Report (to be provided by Planning Division) Designated CCD Staff Head of Office/Designated CCD Official Annually BIR Clubs and Organizations (materials to be provided by BIR Clubs and Organizations) Designated CCD Staff Head of Office/Designated CCD Official Monthly or as needed BIR History Designated CCD Staff Head of Office/Designated CCD Official As needed Information on BIR Management Committee Designated CCD Staff Head of Office/Designated CCD Official As needed BIR Mission/Vision/Mandate (to be provided by Planning Division) Designated CCD Staff Head of Office/Designated CCD Official As needed BIR Organizational Structure (to be provided by Management Division) Designated CCD Staff Head of Office/Designated CCD Official As needed Proposed Revenue Issuances (to be provided by ODCIRs) Designated CCD Staff Head of Office/Designated CCD Official Monthly or as needed Notice of Public Hearings/ Consultations (to be provided by ODCIRs/Asset Valuation Division) Designated CCD Staff Head of Office/Designated CCD Official As needed BIR Programs (i.e. CTRP, eRaffle, etc.) Designated CCD Staff Head of Office/Designated CCD Official Monthly or as needed FAQs (inputs to be provided by concerned offices) Designated CCD Staff Head of Office/Designated CCD Official Monthly or as needed Personnel Division BIR Directory - Revenue Officials (to be provided by Personnel Designated Personnel Head of Office/Designated Everytime an RTAO Division) Division Staff Personnel Division Official involving revenue officials is issued - Office Address and Telephone Nos. (to be provided by Designated Personnel Head of Office/Designated Monthly or as needed General Services Division) Division Staff Personnel Division Official - Statement of Functions (to be provided by Management Designated Personnel Head of Office/Designated As needed Division) Division Staff Personnel Division Official - E-mail Address of Revenue Designated Personnel Head of Office/Designated Officials Monthly or as needed (to be provided by Systems Division Staff Personnel Division Official Support Division) Vacant Positions Designated Personnel Head of Office/Designated Monthly or as needed Division Staff Personnel Division Official Statistics Division Collection Statistics Designated Statistics Head of Office/Designated Monthly Division Staff Statistics Division Official PSIC/PSOC Designated Statistics Head of Office/Designated As needed Division Staff Statistics Division Official ATC Designated Statistics Head of Office/Designated As needed Division Staff Statistics Division Official Taxpayers Information and Education Division (TIED) Tax Reminders/Tax Calendar Designated TIED Staff Head of Office/Designated TIED Official Monthly or as needed News Releases Designated TIED Staff Head of Office/Designated TIED Official As needed Flyers/primers/info ads Designated TIED Staff Head of Office/Designated TIED Official As needed Taxpayer Bill of Rights Designated TIED Staff Head of Office/Designated TIED Official As needed Taxpayers Service Programs and Monitoring Division (TSPMD) BIR Forms Designated TSPMD Head of Office/Designated Everytime pertinent Staff TSPMD Official revenue issuance is issued Registration Information Designated TSPMD Head of Office/Designated Everytime pertinent Staff TSPMD Official revenue issuance is issued - Application for TIN - Registration of Books and Accounts - Application for Authority to Print Receipts and Invoices - Application for Permit to Adopt Computerized Accounting System and/or components thereof - Application for Permit to use Cash Register Machine and/or Point of Sales Machines of Sales Machines - Application for Registration Information Update - Application to use Loose-Leaf/ Computerized Books of Accounts - Application for Tax Clearance for College Scholarship and Common Carriers Asset Valuation Division (AVD) Capital Gains Tax Information Designated AVD Staff Head of Office/Designated Everytime pertinent AVD Official revenue issuance is issued Documentary Stamp Tax Designated AVD Staff Head of Office/Designated Everytime pertinent Information AVD Official revenue issuance is issued Donor's Tax Information Designated AVD Staff Head of Office/Designated Everytime pertinent AVD Official revenue issuance is issued Estate Tax Information Designated AVD Staff Head of Office/Designated Everytime pertinent AVD Official revenue issuance is issued Zonal Values Designated AVD Staff Head of Office/Designated AVD Official As needed Notice of Public Hearings Designated AVD Staff Head of Office/Designated (on zonal valuation) AVD Official As needed Assessment Programs Division (APD) Income Tax Information Designated APD Staff Head of Office/Designated Everytime pertinent APD Official revenue issuance is issued Percentage Tax Information Designated APD Staff Head of Office/Designated Everytime pertinent APD Official revenue issuance is issued Value-Added Tax Information Designated APD Staff Head of Office/Designated Everytime pertinent APD Official revenue issuance is issued Withholding Tax Division (WTD) Withholding Tax Information Designated APD Staff Head of Office /Designated Everytime pertinent WTD Official revenue issuance is issued Large Taxpayers Assistance Division II (LTAD II) Excise Tax Information Designated LTAD II Head of Office/Designated Everytime pertinent Staff LTAD II Official revenue issuance is issued Collection Programs Division (CPD) Bank Bulletins Designated CPD Staff Head of Office/Designated CPD Official Monthly or as needed List of Accredited Agent Banks Designated CPD Staff Head of Office/Designated CPD Official Monthly or as needed Collection Enforcement Division (CED) List of Participants to Government Designated CED Staff Head of Office/Designated Contracts With Tax Clearance CED Official Monthly or as needed (available only in BIR Portal) Law Division Index and Full Text of BIR Rulings Designated Law Head of Office/Designated Monthly or as needed Division Staff Law Division Official Tax Code Designated Law Head of Office/Designated As needed Division Staff Law Division Community Mortgage Program Designated Law Head of Office/Designated Monthly or as needed (updates to be provided by Division Staff Law Division Official OACIR, Legal Service) DOF Review of CIR's Adverse Rulings (updates to be provided Designated Law Head of Office/Designated Monthly or as needed by OACIR, Legal Service) Division Staff Law Division Official Tax Free Exchanges (updates to Designated Law Head of Office/Designated Monthly or as needed be provided by OACIR, Division Staff Law Division Official Legal Service) Guide to Philippine Tax Law Designated Law Head of Office/Designated As needed Research (updates to be provided Division Staff Law Division Official by OACIR, Legal Service) Tax Guide on Philippine Taxation Designated Law Head of Office/Designated As needed (updates to be provided by Division Staff Law Division Official OACIR, Legal Service) Quality Assurance Division (QAD) Designated QAD Staff Head of Office/Designated Monthly or as needed Updates on eServices and IT QAD Official Initiatives List of RDOs (computerized and Designated QAD Staff Head of Office /Designated As needed non-computerized) QAD Official Systems Maintenance and Support Division (SMSD)/Systems Development Division (SDD) eServices (templates and Designated SMSD and Heads of Office/Designated As needed description) SDD Staff SMSD and SDD Officials Archive Designated SDD Staff Head of Office/Designated Annually SDD Official Procurement Division Bid Bulletin Designated Procurement Head of Office /Designated Monthly or as needed Division Official Procurement Division Staff Status of Contract Designated Procurement Head of Office /Designated Monthly or as needed Division Staff Procurement Division Staff Accounting Division Status of Contract Payment Designated Accounting Head of Office/Designated Monthly or as needed Division Staff Accounting Division Staff BIR Contact Center (BIRCC)-For Knowledge Base IVRS Content (updates to be Designated BIRCC Staff Manager/Designated BIRCC As needed (everytime provided by TSPMD and other Official pertinent revenue concerned Divisions under issuance is issued) Operations Group) Contact Persons Designated BIRCC Staff Manager/Designated BIRCC Official As needed Resolved Escalated Issues Designated BIRCC Staff Manager/Designated BIRCC Official Weekly or as needed Information on Feedback Process Designated BIRCC Staff Manager/Designated BIRCC Official As needed (updates to be provided by Internal Audit Division) Top Management Officials Designated BIRCC Staff Manager/Designated BIRCC Official As needed eFPS Banks Designated BIRCC Staff Manager/Designated BIRCC Official As needed PUBLISHER Chief or Assistant Chief, Corporate Communications Division ANNEX B REQUEST FOR POSTING OF NEW INFORMATION INTO THE BIR WEBSITE/PORTAL KNOWLEDGE BASE OFFICE REQUESTING: ________________________________________________ DESCRIPTION OF NEW INFORMATION FOR POSTING: ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ (Note: Attach hard and soft copies of information for posting) DURATION OF POSTING OF NEW INFORMATION: Please check and specify details. ________ For one-time posting (from _______ to __________) ________ For permanent posting and regular update of information If for permanent posting and regular update of information, please specify: NAME OF DESIGNATED CMS EDITOR: ________________________________ POSITION: ________________________ USER NAME: ______________________ NAME OF CONTACT PERSON: ____________________ CONTACT NOS. ____________________ REQUEST MADE BY: NOTED: ________________________ ________________________ (Signature over printed name) (Signature over printed name) Head of Office Assistant Commissioner