Establishment of the Internal Communications Network

March 20, 1997 REVENUE MEMORANDUM ORDER NO. 12-97 SUBJECT : Establishment of the Internal Communications Network TO : All Internal Revenue Officials and Employees I. OBJECTIVES This Revenue Memorandum Order is issued to establish an internal communications network preparatory to its incorporation into the computerized Integrated Tax System. Specifically, this RMO sets up a procedure to establish a two-way inter-office communication system, in order to: 1. Emphasize the importance of fast and accurate dissemination of information in carrying out designed tasks in all revenue offices; and 2. Assure clarity and comprehensiveness of revenue issuances and communications through a feedback mechanism. II. POLICIES A. The Internal Communications Network shall encompass revenue issuances, internal publications, and the electronic communication system, using the existing facilities within the Bureau, to wit a. Revenue Issuances a.1. Revenue Regulations (RR) are issuances signed by the Secretary of Finance, upon recommendation of the Commissioner of Internal Revenue, that specify, prescribe or define all rules and regulations for the effective enforcement of provisions of the National Internal Revenue Code (NIRC) and related statutes. a.1. Revenue Administrative Orders (RAOs) are issuances that cover subject matters dealing strictly with the permanent administrative set-up of the Bureau, more specifically, delineation of the organizational structure, statement of functions and/or responsibilities, definition and delegation of authority, staffing and personnel requirements, and standards of performance. a.3. Revenue Memorandum Circulars (RMCs) are issuances that publish pertinent and applicable portions, as well as amplifications, of laws, rules, regulations and precedents issued by the Bureau and other Office and Agencies, for the information, guidance and compliance of revenue personnel. a.4. Revenue Memorandum Orders (RMOs) are issuances that provide directives or instructions; prescribe guidelines; and outline processes, operations, activities, workflows, methods and procedures necessary in carrying out stated policies, goals, objectives, plans and programs of the Bureau in all areas, with the exception of auditing. a.5. Revenue Audit Memorandum Orders (RAMOs) are issuances that provide directives or instructions; prescribe guidelines; and outline processes, operations, activities, workflows, methods and procedures relative to audit work. a.6. One-Time-Use Issuances are announcements that provide information or instructions calling for a definite notation or one-time compliance. These issuances may take the form of letters and memoranda issued by the Commissioner and the Deputy Commissioners. This Memorandum Order, however, shall not cover: Revenue Travel Assignment Orders (RTAOs) , which are issuances that permanently/temporarily assign revenue personnel to specific duties and direct the same to report to specific offices units of the Bureau due to promotion, transfer, etc.; and LexLib Revenue Special Orders (RSOs) , which are issuances that provide instructions or directives for the accomplishment of special assignments or significant missions that are temporary in nature and within a definite period of time, as these are individually served to the revenue personnel concerned by the Personnel Division. b. Internal Publications b.1. BIR Monitor b.2. Philippine Revenue Journal b.3. Help Desk Bulletin b.4. Annual Report c. Electronic Communications System c.1. E-Mail a one-to-one and one-to-many communication utility to send textual messages among users within the network; a store-and-forward technology which can send messages even if the recipient is not present. c.2. Video Conferencing a two-way, full motion, full color electronic communication for use in multi-point conferencing utilizing high-end video and audio communication equipment. c.3. Help Desk a single, central point of end-user contact for all types of internal problems, whether technical or non-technical, to be used in channelling problems to identified problem resolution officer. c.4. File Transfer Protocol a reliable end-to-end type of transport of files from sites connected through a network to facilitate transfer of files in the form of a tax file or binary integers. c.5. Talk/Chat a two-way, screen-oriented communication program for users in different sites. B. The National Office, though the Corporate Communications Office, in coordination with the General Services Division, shall expedite the distribution of revenue issuances and other internal communications for Bureau-wide delivery. C. A feedback mechanism shall be created, to ensure two-way communication between management and the revenue personnel concerned. III. GUIDELINES AND PROCEDURES In order to achieve the above-stated objectives, the following policies and procedures are hereby prescribed: llcd A. For Revenue Issuances After approval/signature of the Commissioner of a revenue issuance, the same shall be forwarded by the Office of the CIR to the Corporate Communications Office (CCO). A.1 Numbering System The CCO shall record and number (if applicable) the revenue issuance(s)/communication(s) using the database program. Each record in the database shall contain, among others, the following data encoded at all pertinent phases of the Internal Communications Network Cycle: a. Kind of Issuance (RMO, RAO, etc.) b. Subject Matter; c. Source Unit/Action Office; d. Date of Issuance; e. Date Transmitted to GSD for reproduction and delivery; f. Date of Receipt by the concerned Revenue Officers per Acknowledgment Sheet; g. Date of Receipt of Feedback Sheet from Revenue Offices, if any. The CCO shall reproduce the original copy of each issuance before forwarding the same to the Records Division for safekeeping. The clear photocopy of an issuance shall then be used for fax transmissions and/or mass reproduction. pred A.2 Fax System In cases of urgent communications/issuances which are for immediate distribution, the CCO shall immediately fax the same to all revenue offices concerned. The fax transmittal sheets shall serve as the official record of receipt thereof. In cases of unclear transmittals, the receiving office must inform the CCO of the same within twelve (12) hours from transmission of the same. Failure to do so shall be considered as an indication that the fax transmission was clearly received. A.3 Reproduction Clear photocopies of Issuances/communications shall be forwarded by the CCO to the GSD Printing Operations Section for reproduction, with specific instructions for the number of copies to be produced. The GSD Printing Operations Section shall reproduce issuances/communications within a specified period of time, as follows: a. For documents of five (5) pages or less within twenty-four (24) hours; and b. For documents of more than five (5) pages within forty-eight (48) hours. A.4 Mailing System The GSD Printing Operations Section shall forward reproduced documents to the GSD Mailing and Miscellaneous Section, for distribution. The GSD Mailing and Miscellaneous Section shall send the concerned documents/publications as follows: a. For documents classified as "REGULAR DISTRIBUTION" Via regular mail of the Philippine Postal Corporation; and b. For documents classified as "RUSH DISTRIBUTION" Via Speed Mail, or through private messengerial service (DHL, LBC, etc.) duly accredited by the Bureau through a MOA. A.5 Feedback Mechanism a. Acknowledgment Form (Annex A) The receiving offices shall fax the signed forms to the CCO within twelve (12) hours from receipt of the concerned documents. b. Feedback Sheet (Annex B) Should the receiving offices have any comments on the issuance and/or its implementation, said comments should be transmitted to the CCO within twenty days (20) days from receipt of the same. Should there be no comments received by the CCO from any revenue office on a particular issuance within the prescribed period, this shall be construed as an indication that the issuance is clear and acceptable to the revenue office concerned. A.6 Monitoring System The CCO shall monitor each phase of the Internal Communications Network Cycle, from the reproduction of an issuance to the receipt of feedback from all revenue offices within the time frames indicated in this Memorandum Order. The CCO shall refer all comments received from the revenue offices on a particular issuance/communication to the Action Office concerned, for their information and appropriate action. B. For Internal Publications B.1. The CCO shall coordinate with all offices responsible for the preparation of internal publications, and shall monitor the distribution of such publications based on their respective mailing lists. B.2. These internal publications shall be distributed in the same manner as the revenue issuances. C. Electronic Communications System The Information Systems Group shall undertake the development and enhancement of the electronic communications system, as well as the dissemination of information on its use. IV. REPEALING CLAUSE This Order supersedes all revenue issuances or portions thereof inconsistent herewith. V. EFFECTIVITY This Order shall take effect immediately. LIWAYWAY VINZONS-CHATO Commissioner of Internal Revenue ANNEX A INTERNAL COMMUNICATIONS NETWORK ACKNOWLEDGMENT RECEIPT This is to acknowledge receipt of the following document(s) in clear and legible condition, from the Corporate Communications Office (CCO)/General Services Division, on _______: (Date of Receipt) This Office shall transmit to the CCO any comment(s) it may have on the issuance(s)/communication(s), within twenty (20) days from the said date of receipt. ________________________ (Signature over Printed Name) (Name of Official) (Designation) ANNEX B INTERNAL COMMUNICATIONS NETWORK FEEDBACK SHEET MEMO TO: The Head, Corporate Communications Office This refers to ________ (Issuance/Communication) dated _______ which was received by this Office on __________. Please consider our comments, as follows: Please relay action/clarification to this Office the soonest possible time. ________________________ (Signature Over Printed Name) (Name of Official) (Designation) INTERNAL COMMUNICATIONS NETWORK