Institutionalization of All Projects Under Operations, Most and Spirit

February 23, 1998 REVENUE MEMORANDUM ORDER NO. 18-98 SUBJECT : Institutionalization of All Projects Under Operations, Most and Spirit TO : All Deputy Commissioners, Assistant Commissioners, Project Steering Committee Chairpersons, Project Managers, Division Chiefs, and All Others Concerned I. SCOPE This RMO institutionalizes the functions of the different transformation projects under OPERATIONS, MOST and SPIRIT created under RMO No. 3-96 dated January 18, 1996. cdlex Under this program, all functions and activities performed by the different transformation projects on an ad hoc basis shall be transferred permanently to the appropriate Services of the Bureau which shall include these activities in their Statement of Functions. II. OBJECTIVES 1. To have a clearer definition/delineation of functions relative to the transformation projects; 2. To provide a clear basis for performance evaluation; 3. To enable management and staff to be more focused on their jobs; 4. To achieve the goals of transformation in a more coordinated manner. III. GUIDELINES AND PROCEDURES 1. Transformation Projects . The transformation projects enumerated below shall be institutionalized into the following services: Project Institutionalized To 1. AAB Enhancement - Collection Service 2. TRU - Taxpayer Assistance Service 3. External Linkages including Memoranda of Agreements 3.1 For third party information - Assessment Service 3.2 For taxpayer information and - Taxpayer Assistance Service assistance matters 4. Legislative Change 4.1 Conduct of researcher/studies - Policy and Planning Service other than legal matters 4.2 Conduct of legal researches or - Legal Service studies on legal matters and drafting of bills 5. Security and Access - Information Planning and Quality Service 6. Tax Forms Review - Taxpayer Assistance Service 7. Project Steering Committees (PSCs) for ITS including Process Improvement, MPG, Templates Review, Enhancements, Correspondence and Reports Review and updating of Codes Table for particular system 7.1 Registration System - Taxpayer Assistance Service 7.2 Returns Processing System - All Revenue Data Centers in coordination with Information Planning and Quality Service 7.3 Collection and Bank - Collection Service Reconciliation System 7.4 Account Receivable System - - do - 7.5 Tax Reconciliation System - - do - 7.6 Returns Compliance System - - do - 7.7 Tax Credits and Returns - Assessment Service System 7.8 Audit System - - do - 7.9 Case Monitoring System 7.9.1 Case Tracking Module - Administrative Service 7.9.2 Document Tracking - - do - Module 7.10 Taxpayer Accounting System 7.10.1 Taxpayer Accounting - Collection Service Module 7.10.2 Revenue Accounting - Financial Service Module 7.11 Excise Tax Reconciliation - Enforcement Service System 7.12 NO-MIS and Planning and - Policy and Planning Service Control System 7.13 Legal Information System - Legal Service 8. ITS Integration 8.1 Business Policy Issues - Policy and Planning Service 8.2 IT Policy Issues - Information Planning and Quality Service 8.3 Coordination - Policy and Planning Service and Information Planning and Quality Service MOST Project Institutionalized To 1. Change Management - Policy and Planning Service Implementation 2. Organization Review 3. External ICP 4. Internal ICP 5. Internal Training * - Human Resource Development 6. TCP Trainers Service (HRDS) 7. Business Training Monitoring * Computer Based Training (CBT) Evaluation development shall be with 8. Training Management Information Systems Development 9. Technology Transfer Service while CBT implementation 10. Course Design shall be with HRDS . 11. Values Reorientation 12. Staffing Pattern and Recruitment 13. Performance Appraisal and Incentive 14. Job Design 15. External Training - Taxpayer Assistance Service except training of banks which shall be with Collection Service 16. Office Planning (NO/RO/RDO) - Administrative Service 17. Forms Implementation 18. IS Materials Reproduction 19. Office Planning (RDC/ISU) - Information Planning and Quality Service 20. Project Steering Committees (PSCs) for IAS: 20.1 Human Resource System - Human Resource Development Service 20.2 Physical and Financial Resources Management System 20.2.1 Physical Resources - Administrative Service 20.2.2 Financial Resources - Financial Service 20.3 Accountable Forms System - Administrative Service SPIRIT Project Institutionalized To 1. Call Center/Help Desk - Information Systems Operations 2. Office Automation Service 3. Linkages Support 4. Roll-out Assistance - Information Planning and 5. Training for ISG Quality Service 6. RDC Organizational Review and Systems and Procedures implementation 7. ITS/IAS Acceptance 8. Outsourcing 9. ITS/IAS Development - Information Systems Development 10. ITS/IAS Maintenance and Service Enhancements 11. Electronic Filing 2. Transition Period . The transition shall be for a period of (1) one month starting from February 25 up to March 25, 1998 except for those which have not been fully accepted such as Collections and Bank Reconciliation System, Legal Information System, NO-MIS Planning and Control System and Tax Reconciliation System which shall be until their final acceptance (pilot phase). After the transition period, the functions of the transformation projects shall have been fully institutionalized/operationalized under the appropriate Services as part of their normal operations. LLjur To ensure an orderly transition, the following shall be done during this period: a. Project Managers (PMs) and PSC Chairpersons shall conduct an inventory and turnover of relevant files and other documents considering the project current status, to the appropriate Service Heads or personnel. b. PMs and/or PSC Chairpersons shall likewise accomplish and submit to the Service Head (ACIR) a Project Task List (Annex A) containing a brief description of the project as well as its outstanding deliverables and expected completion date/s with the status and outstanding issues as of the time of turnover. c. The Service Head (ACIR) concerned shall, identify the appropriate Division which shall absorb the function. ACIR shall likewise identify the person or Division Chief who shall be assigned to closely coordinate with the PSC or PM. d. PMs and PSC Chairpersons shall assist the Service Heads in drafting and/or setting she additional functions to ensure proper institutionalization of these projects to the services concerned. e. PMs and PSC Chairpersons shall fully extend support, as needed, to the Service Heads in the performance of the functions absorbed by them. 3. Formal Turnover and Final Report . The formal turnover shall be done on February 25, 1998 during the last Coordinating Committee meeting devoted specifically for this purpose. There shall be another meeting on March 4, 1998 to: a. review this program, and refine if necessary; b. to signal full institutionalization of the functions to the Services. During the transition period, meetings among PSCs, PMs and ACIRs shall be called as often as necessary to discuss or resolve transition difficulties. 4. Dissolution of Coordinating Committee . The Coordinating Committee shall cease to exist as of March 5, 1998. Its functions shall be absorbed by a Transformation Committee composed of the Commissioner and the four (4) Deputy Commissioners with Policy and Planning Service and Information Planning and Quality Service acting as the coordinator/secretariat. This Transformation Committee shall meet every Wednesday morning, beginning March 11, 1998. IV. EFFECTIVITY This Order shall take effect immediately. LIWAYWAY VINZONS-CHATO Commissioner of Internal Revenue ANNEX A INSTITUTIONALIZATION OF TRANSFORMATION PROJECTS