Acceptance and Payment of Communication Support to Manage Change Project Deliverables

April 13, 1999 REVENUE MEMORANDUM ORDER NO. 34-99 TO : Deputy Commissioner for Operations Group, Assistant Commissioners, Policy and Planning Service (PPS), Taxpayer Assistance Service (TAS), Information Planning and Quality Service (IPQS), Taxpayer Information and Education Division (TIED), Corporate Communication Project Team (CCPT) and Other Officials and Employees Concerned SUBJECT : Acceptance and Payment of Communication Support to Manage Change Project Deliverables I. OBJECTIVE This Order is issued to provide guidelines and procedures in the acceptance and payment of Communication Support to Manage Change (CSMC) Project deliverables. II. POLICIES AND GUIDELINES The following policies and guidelines shall be observed in the acceptance and payment of CSMC Project deliverables: 1. The Policy and Planning Service (PPS) shall be the principal point of contact for the CSMC Project. Thus, all documentations, deliverables and invoices pertaining to the CSMC Project shall be received for the BIR by the PPS for referral/transmittal to concerned BIR offices. 2. Review and acceptance of the deliverables relative to the CSMC Project shall be done by the following Revenue Services, through the respective Project Manager designated for the Project: a. Taxpayer Assistance Service (TAS) for all deliverables related to external communication b. Policy and Planning Service (PPS) for all deliverables related to internal communication c. Information Planning and Quality Service (IPQS) for all deliverables related to the Tax Computerization Project 3. The acceptance of deliverables and formal information therefor to the Asian Institute of Journalism and Communication (AIJC) shall be completed by the BIR within twenty (20) working days from the receipt of deliverables by the concerned Revenue Service. Should the 20 - working day period lapse without a formal acceptance having been communicated to AIJC, the deliverables shall be considered accepted thereby entitling the AIJC to issue the appropriate billing. In cases where the deliverables are incomplete or are not in accordance with the criteria enumerated on the attached CSMC Project Acceptance Criteria Matrix (Annex A), the 20 - working day deadline shall be reset upon submission of the additional requirements by the AIJC. 4. A Product Acceptance Certificate (Attachment 1) for every deliverable accepted and the corresponding Disbursement Voucher shall be duly signed by the Commissioner. The signed Product Acceptance Certificate shall be the basis of AIJC for billing the deliverables. 5. Payment of AIJC deliverables shall be made within forty (40) working days from receipt of complete billing documents from the AIJC. III. PROCEDURES Hereunder are the procedures to be followed by all concerned in the acceptance and payment of CSMC Project deliverables: A. Policy and Planning Service (PPS) 1. Receive from the AIJC deliverables/products for acceptance, together with two (2) copies of Notice of Delivery (Attachment 2) for each deliverable/product. 2. Check completeness of the deliverable/product against the corresponding Notice of Delivery. 3. Prepare three (3) copies of the prescribed CSMC Project Acceptance Transmittal Form (Attachment 3) and the Product Acceptance Certificate (Attachment 1) for each deliverable without discrepancy. Transmit the documents, together with the deliverables, to the concerned Project Manager within two (2) days after receipt of deliverables. File duplicate copy of the documents duly received by the office concerned. LLpr 4. Return documents to AIJC in case there is discrepancy between the Notice of Delivery and the deliverables/products. 5. Receive from the concerned Project Manager the Product Acceptance Certificates duly signed by the CIR and the CSMC Project Acceptance Transmittal Forms. In case of defective/incomplete deliverables, receive the CSMC Project Acceptance Transmittal Form from the concerned Project Manager with the comments/findings indicated therein, together with the corresponding documents. 6. Inform AIJC that the abovementioned document(s) is/are ready for pick-up or for adjustment/completion. 7. Receive from AIJC invoice(s) corresponding to the approved deliverables/products (one invoice per approved deliverable/product), together with the signed Product Acceptance Certificates and the corresponding original copy of Notice of Delivery. LexLib 8. Check the completeness of the invoices issued by the AIJC against Notices of Delivery. Return documents to AIJC if there is any defect/deficiency. 9. Transmit invoice(s) together with the Product Acceptance Certificate and the Notice of Delivery to the Project Management Office (PMO) for processing of payment. 10. Inform AIJC when payment is ready for pick-up. B. Taxpayer Information and Education Division and Corporate Communications Project Team 1. Receive from the Policy and Planning Service (PPS) the AIJC deliverables/products together with the CSMC Project Acceptance Transmittal Form and the Project Acceptance Certificate. 2. Review and evaluate the deliverables/products based on the criteria defined in the CSMC Project Acceptance Criteria Matrix (Annex A). 3. Accomplish, accordingly, pertinent portion of the CSMC Project Acceptance Transmittal Form based on the evaluation made of the deliverables/products. 4. If deliverable is in accordance with the acceptance criteria, initial on the Product Acceptance Certificate for each deliverable/product, and transmit the same, together with the Transmittal Form, to the respective Assistant Commissioner, Project Director CSMC Project and the Commissioner for endorsement/approval. If deliverable (s) is/are not accepted by the Project Manager-CSMC Project or by the Commissioner, return the Transmittal Form with the corresponding documents to PPS. LibLex 5. Monitor the approval/signing of the Product Acceptance Certificate by the revenue officials concerned and forward signed certificate, together with the Transmittal Form to PPS. C. Project Management Office 1. Receive from the Policy and Planning Service (PPS) the invoice, Notice of Delivery and signed Product Acceptance Certificates. 2. Prepare the Disbursement Voucher and process payment in accordance with existing policies and procedures. 3. Inform PPS when payment is approved and ready for pick-up by the AIJC. IV. EFFECTIVITY This Order shall take effect immediately. Very truly yours, (SGD.) BEETHOVEN L. RUALO Commissioner of Internal Revenue ATTACHMENT 1 Product Acceptance Certificate ATTACHMENT 2 Notice of Delivery ATTACHMENT 3 Transmittal Form CSMC PROJECT ACCEPTANCE CRITERIA MATRIX Project Component Deliverables Etd. Subm. Date Acceptance Criteria Official/Responsible 0. Mobilization fee (20% 0.1 Contract between AIJC and BIR February 23, 1999 Complete and correct documents Project Director of project cost) Signed contract World Bank "no objection" Bank guarantee Deployment of AIJC Project Team 1. Inception Report 1.1 Inception Report March 15, 1999 Detailed strategy and workplan, Project Director including framework, scope of work, scheduling, requirements, organizational structure of the project, among others. 2. Review and update of 2.1 IEC Programs Evaluation Report April 30, 1999 5 copies of IEC Programs Evaluation Project Director existing overall BIR Report Communication plan Asst. Project Director, endorsed by Project Manager for external communication Asst. Project Director, endorsed by Project Manager for internal communication 2.2 IEC Materials Inventory and April 30, 1999 5 copies of IEC Materials Inventory Project Director Evaluation Report (categorized by subject matter and format) Report Asst. Project Director, endorsed by Project Manager for external 5 copies of IEC Materials Evaluation communication Report Asst. Project Director, endorsed by At least one (1) editorial clinic with BIR Project Manager for internal official/staff communication 2.3 IEC Requirements of Major BIR April 30, 1999 5 copies of IEC Requirements of Major Project Director Programs/Projects Major BIR Programs/ Projects Report Asst. Project Director, endorsed by Project Manager for external communication Asst. Project Director, endorsed by Project Manager for internal communication 2.4 Focus Group Discussion April 15, 1999 5 copies of FGD Report Project Director Report (FGD) program highlights of discussion Asst. Project Director, endorsed by suggestion/recommendations Project Manager for external list of participants communication 2.5 Five-Year BIR Communication April 30, 1999 5 copies of 5-Year BIR Communication Project Director Plan (2000-2004) Plan Asst. Project Director, endorsed by proposed programs/projects Project Manager for external intended audiences communication core messages channel strategies Asst. Project Director, endorsed by monitoring and evaluation scheme Project Manage for internal budget communication others 2.6 One Year BIR Communication April 30, 1999 5 copies of BIR One-Year Project Director Plan (Year 2000) Communication Plan proposed programs/projects Asst. Project Director, endorsed by intended audiences Project Manager for external core messages communication channel strategies monitoring and evaluation scheme Asst. Project Director, endorsed by budget Project Manager for internal others communication 3. Review and 3.1 Inventory of Communication April 30, 1999 5 copies of Inventory of Project Director communication Resources Communication Resources network Type of equipment Asst. Project Director, endorsed by Format (print, broadcast, IT, others) Project Manager for internal Models communication Number of units Status/Year acquired Asst. Project Director, endorsed by Accessibility Project Manager for external Others communication 3.2 Communication Audit Report May 30, 1999 5 copies of Preliminary and Final Project Director Communication Audit Reports Analysis of information structure Asst. Project Director, endorsed by flow Project Manager for internal Quality of messages/info content communication Timeliness of information Information utilization Asst. Project Director, endorsed by Others Project Manager for external communication 3.3 Work Performance Analysis April 30, 1999 5 Copies of Work Performance Project Director Report Analysis Report Current level of competence in Asst. Project Director, endorsed by communication Project Manager for internal Desirable competencies in communication communication Others Asst. Project Director, endorsed by Project Manager for external communication 3.4 Communication Network July 30, 1999 5 copies of Communication Network Project Director Systems Design Systems Design (including TAS/PPS organizational structure, systems and Asst. Project Director, endorsed by procedures; key performance Project Manager for internal indicators; functions; roles and communication competencies required) Asst. Project Director, endorsed by Project Manager for external communication 4. Design and 4.1 Public Opinion Survey Report June 15, 1999 5 copies of Public Opinion Survey Project Director implementation of internal and external Asst. Project Director, endorsed by communication project Project Manager for external (including social communication marketing) 4.2 External Communication April 30, 1999 5 copies of External Communication Project Director Project Plan (with performance Project Plan (including performance and success indicators) and success indicators) Asst. Project Director, endorsed by Project Manager for external communication 4.3 Internal Communication Project April 30, 1999 5 copies of Internal Communication Project Director Plan (with performance and Project Plan (with performance and success indicators) success indicators) Asst. Project Director, endorsed by Project Manager for internal communication 4.4 Pre-tested Prototype Internal July 30, 1999 Prototype internal IEC materials agreed Project Director Information, Education and upon during consultations between Communication Materials AIJC and BIR Project Teams Asst. Project Director, endorsed by Project Manager for internal communication 4.5 Pre-tested Prototype External July 30, 1999 Prototype external IEC materials agreed Project Director Information, Education and upon during consultations between Communication Materials AIJC and BIR Project Teams Asst. Project Director, endorsed by Project Manager for external communication 4.6 Internal Communication Project September 15, 5 copies of Internal Communication Project Director Implementation Report 1999 Project Implementation Report Asst. Project Director, endorsed by Project Manager for internal communication 4.7 External Communication Project September 15, 5 copies of External Communication Project Director Implementation Report 1999 Project Implementation Report Asst. Project Director, endorsed by Project Manager for external communication 5. Communication 5.1 Technology Transfer Plan April 30, 1999 5 copies of Technology Transfer Plan Project Director Romeo Capability Building Asst. Project Director, endorsed by Project Manager for external communication Asst. Project Director, endorsed by Project Manager for internal communication 5.2 Five (5) training courses in three 5 copies of Training Report specifying Project Director learning areas the following: Series I - One Training Course May 28, 1999 Asst. Project Director, endorsed by Series II - Two Training Course July 30, 1999 training design/syllabus Project Manager for external Courses list of resource persons communication Series III - Two Training Courses September 15, training materials/handouts 1999 names of participants Asst. Project Director, endorsed by training evaluation Project Manager for internal others communication 5.3 Foreign Country Study Tour July 1, 1999 5 copies of Study Tour Report of Project Director Report selected BIR officials/staff including: Asst. Project Director, endorsed by itinerary Project Manager for internal lessons/insights gained communication re-entry plan others Asst. Project Director, endorsed by Project Manager for external communication 5.4 Technology Transfer October 15, 1999 5 copies of Technology Transfer Project Director Implementation Report Implementation Report including: Asst. Project Director, endorsed by objectives Project Manager for internal strategies/methodologies communication initial impact indicators/key result areas Asst. Project Director, endorsed by plan of sustainability Project Manager for external others communication 6. Editorial services 6.1 IEC materials and reports on 5 copies of Quarterly Accomplishment Project Director technical assistance/advise Reports First Quarter Accomplishment March 31, 1999 Concerned Asst. Project Director, Report endorsed by the respective Project Second Quarter Accomplishment June 30, 1999 Manager Report Third Quarter Accomplishment September 15, Report 1999 7. Project completion 7.1 Terminal Report October 15, 1999 5 copies of Terminal Report containing Project Director, endorsed by the the following: Asst. Project Directors objectives outputs/outcomes major lessons learned issues and concerns encountered and how they were addressed major recommendations for sustainability sample outputs produced