Amending Certain Portions of RMO No. 16-97 dated April 7, 1997, RMO No. 29-96 dated September 27, 1996 re: Revised Policies and Procedures on the Acceptance of BIR Tax Computerization Project (TCP) Deliverables and the Designation of Signatories of TCP Documents and Invoices, and RMO No. 62-94 dated September 19, 1994 re: Signatories of Documents Relative to BIR-TCP

September 18, 1998 REVENUE MEMORANDUM ORDER NO. 94-98 TO : All Project Steering Committee (PSC) Chairpersons, BIR Project Management Office (BIR-PMO) and Other Internal Revenue Officers and Employees Concerned SUBJECT : Amending Certain Portions of RMO No. 16-97 dated April 7, 1997, RMO No. 29-96 dated September 27, 1996 re: Revised Policies and Procedures on the Acceptance of BIR Tax Computerization Project (TCP) Deliverables and the Designation of Signatories of TCP Documents and Invoices, and RMO No. 62-94 dated September 19, 1994 re: Signatories of Documents Relative to BIR-TCP I. Objectives This Order is issued: a) to designate the signatories of documents relative to the BIR Tax Computerization Project in line with the reassignment and new designation of revenue officials and personnel resulting from recent reorganizational changes; b) to pinpoint accountability and identify the signatory for the acceptance of enhancements on any of the applications systems under the Integrated Tax System (ITS) and Internal Administrative System (IAS); c) to update the required attachments for the processing of AC-PS invoices under the TCP; and d) to limit the AC-PS invoices and disbursement vouchers to be reviewed by the Crown Agents consultants. II. Amendments In order to meet the above objectives, portions of RMO No. 16-97 dated April 7, 1997, RMO No. 29-96 dated September 27, 1996 and RMO 62-94 dated September 19, 1994, relative to processing of documents and BIR-TCP, are hereby amended as follows: a) Designated Signatories of documents relative to the implementation of the BIR-TCP In view of the recent organizational changes resulting in the reassignments and new designations of revenue officials and personnel, there is a need to amend the signatories listed in the previous RMOs. Thus, Attachment 2 of RMO No. 29-96 will be revised as shown in Annex A. b) Designated Signatory for Enhancements to ITS and IAS The appropriate signatories to the enhancements to ITS and IAS as approved in signed change notices are hereby added to the list of Designated Signatories of documents relative to implementation of the BIR-TCP (see Annex A). A Product Acceptance Certificate must also be issued for enhancements (see Annex B). c) Updated requirements for the processing of AC-PS Invoices The documents required to support payment of AC-PS invoices are hereby updated to reflect new requirements and current practice. Attachment 3 of RMO No. 16-97 will be revised per the attached Annex B. d) Invoice Processing Flow In order for Crown Agents to be able to provide its inputs in other areas of project implementation, and in preparation for Crown Agents' demobilization from the project, it will now review only AC-PS invoices exceeding P1 million or $25,000. The change is reflected in Annex C. III. Effectivity This Order takes effect immediately. (SGD.) BEETHOVEN L. RUALO Commissioner of Internal Revenue ANNEX A Designated Signatories for the BIR Tax Computerization Project Document Deliverable Signatory A. Disbursement Vouchers (General Form No. 1) 1. Box A - Requisitioner I. AC-PS Invoices a. Goods i. 10% Advance Payment Commissioner of Internal Revenue ii. 5% Retention Commissioner of Internal Revenue iii. Hardware/Equipment 1) for National Office ACIR for ISOS 2) for RDC/RO/RDO RDC Head 3) Training Equipment ACIR for HRDS 4) Project Vehicles PMO Project Director or representative iv. Software for Development ACIR for ISDS v. Tax Application SW - ITS/IAS 1) FSR PSC Chairperson 2) TSR ACIR for ISDS 3) Management Report PSC Chairperson (for Product Acceptance only) 4) Detailed Design ACIR for ISDS 5) Programming ACIR for ISDS (for Product Acceptance only) 6) System Test PSC Chairperson 7) System Rollout at Pilot Site Integration Committee Chairperson 8) Pilot Site/3-mo Live Operation Commissioner of Internal Revenue vi. ITS/IAS Enhancements 1) CN 98 ACIR for ISDS or Head, ISG Acceptance Team 2) Other CNs CN Requester or Coordinating Official * vii. Other Deliverables CN Requester or Coordinating Official * b. Services i. Project Management PMO Project Director or Representative (e.g. PD, PCO, TC, etc.) ii. AC Technical Services CN Requester or Coordinating Official * (e.g. FM, ASM, etc.) iii. PSPI Technical Services PMO Logistics Team Leader (PM, Support Services) iv. Hardware Maintenance PMO Logistics Team Leader v. Training Personnel ACIR for HRDS (e.g. TM, CMS, etc.) vi. Administrative Services PMO Project Director or representative vii. Software Maintenance ACIR for ISDS viii. Training Conduct ACIR for HRDS ix. Expat OPE PMO Project Director or representative x. Other Deliverables CN Requester or Coordinating Official * ANNEX B Required Attachments for AC-PS Invoices A. GOODS Cost Category Attachments Remarks 10% Advance Payment 1. Billing Model * Disbursement voucher requires initials of PMO Project 5% Retention 2. Change Notice (if applicable) Director, DCIR for ISG prior to signing of Box A by the 3. Acceptance Certificate for Equipment; Commissioner of Internal Revenue Acceptance Certificate for Pilot/3-month Live Operation for ITS/IAS HW/Miscellaneous Equipment 1. Certificate of Acceptance * Certificate of Acceptance should be certified by the (NO/RDC/RO/RDO) 2. Delivery Receipts Head of Logistics Team for HW/Equipment at the National Training Equipment 3. Inspection and Acceptance Report Office and by the Head of the Regional Data Center for Project Vehicles 4. Change Notice (if applicable) HW/Equipment at the RDC/RO/RDO Software for Development 1. Third Party Supplier Contract 2. Third Party Statement of Accounts (if applicable) 3. Certificate of Acceptance 4. Change Notice (if applicable) Tax Application SW - ITS/IAS 1. Product Acceptance Certificate for each Prior to signing in Box A of designated signatory . . . FSR ITS/IAS module i.e. FSR, TSR, Detailed TSR voucher requires the initials of PSC Chairperson TSR/Management Report Design, System Test, RFU, Pilot and/or to signify the acceptance of Management Report. Detailed Design Enhancement System Test voucher requires the initials of ACIR, Programming/System Test 2. Change Notice (if applicable) ISDS to signify the acceptance of programming. RFU Ready for Use voucher requires initials of the PSC Pilot/3-month live operation Chairperson and ACIR for ISOS to signify the Enhancement acceptance of software components and other deliverables prescribed under CN No. 146 (Ready for Use Sign-off Framework and Criteria). Pilot Acceptance voucher requires initial of PMO Project Director, DCIR for ISG, and Integration Committee Chairman. B. SERVICES Cost Category Attachments Remarks Project Management (e.g. PD, 1. Monthly Time Sheets Accomplishment Report shall be validated by: PCO, w/ approval of Project Control Officer Project Director or representative for services ASM, TC, Admin. Staff, and signed by the respective Project rendered at NO Quality Assurance Team) Managers Head, Regional Data Center for services rendered at AC Technical Services (e.g. 2. Accomplishments Report (or Service RDC/RO/RDO FM, ASM, etc.) Report ACIR for HRDS for training services PSPI Technical Services - list of services rendered for the Coordinating Official (Head of Office of end user or (Project Management, Support month recipient of Goods, Services or Consumable) Services) - Sign-off letter of Designated Hardware Maintenance Signatory for the acceptance of Training Personnel (e.g. goods/reports delivered (if applicable) Training Manager, Change 3. Change Notice (if applicable) Mgmt. Personnel, Business Training/Process Administrative Services Software Maintenance 1. Third Party Contract 2. Third Party Statement of Accounts 3. Change Notice (if applicable) Training Conduct 1. Training Acceptance Report by the Notice of Training Delivery and Evaluation Summary Training Committee should be made available to the Training Committee 2. Training Certificate before release of Training Acceptance Report 3. Attendance Sheet 4. Change Notice (if applicable) Expat OPEs 1. List of Out of Pocket Expenses 2. Contract w/ third party (if applicable) 3. Third Party Receipt C. CONSUMABLES Cost Category Attachments Remarks Consumables (e.g. Office 1. Inspection and Acceptance Report * Certificate of Acceptance should be certified by the Supplies, OPEs, Photo- (if applicable) Head of Logistics Team for consumables delivered to the copying Cost, Communication 2. Delivery Receipts (if applicable) National Office and by the Head of the Regional Data Cost) 3. Certificate of Acceptance Center for consumables delivered to the RDC/RO/RDO (if applicable) 4. Third Party Receipt (if applicable) 5. Change Notice (if applicable) OPE for Domestic Travel 1. Certificate of Acceptance 2. Third Party Receipt 3. Plane Ticket 4. Acknowledgment Receipt for Per Diem, Telephone Allowance, Transportation Allowance and other expenses Package Software 1. Third Party Contract 2. Third Party Receipt 3. Certificate of Acceptance 4. Change Notice (if applicable) ANNEX C Invoice Processing Workflow