Guidelines and Procedures on Acceptance and Payment of Deliverables Under the BIR-DAP Change Management Assistance Program (CMAP)

September 1, 1998 REVENUE MEMORANDUM ORDER NO. 98-98 TO : Assistant Commissioners, Policy and Planning Service and Human Resource Development Service and Other Employees Concerned SUBJECT : Guidelines and Procedures on Acceptance and Payment of Deliverables Under the BIR-DAP Change Management Assistance Program (CMAP) I OBJECTIVES: This Order is issued to provide guidelines and procedures in the acceptance and payment of deliverables under the BIR-Development Academy of the Philippines (DAP) CMAP. II. GUIDELINES AND POLICIES: The following guidelines and policies shall be observed in the acceptance and payment of BIR-DAP CMAP deliverables: 1. The Policy and Planning Service (PPS) shall be the principal point of contact for CMAP: Thus, all communications, deliverables and invoices pertaining to BIR-DAP CMPS shall be received for the BIR by PPS for appropriate action by offices concerned; All documentations for acceptance shall be submitted by DAP within one (1) month after accomplishment of the deliverables. 2. Acceptance of deliverables shall be completed by BIR within twenty (20) working days from receipt of deliverables by PPS. In cases where the deliverables are incomplete or are not in accordance with the criteria enumerated on the attached DAP CM Support Criteria Matrix (Annex A), the 20-working day deadline shall be reset upon submission of the additional requirements by DAP. 3. A Product Acceptance Certificate (Attachment 1) duly signed by the Commissioner shall be issued for every deliverable accepted which shall be the basis of DAP for billing the deliverables. LexLib 4. Payment of DAP deliverables shall be made within forty (40) working days from receipt of complete billing documents from DAP. III. PROCEDURES: The following shall be the procedures to be observed by all concerned in the acceptance and payment of BIR-DAP CMAP deliverables: A. Planning and Policy Service 1. Receive from DAP 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 two copies of prescribed CMAP ACCEPTANCE Transmittal Form (Attachment 3) for each deliverable without discrepancy and forward the forms together with the deliverable/s to office responsible for acceptance as indicated in the attached DAP CM Support Acceptance Criteria Matrix (Annex A). File duplicate copy of Transmittal Form duly received by the office concerned; 4. Return documents to DAP in case there is discrepancy between the Notice and the deliverables/products; 5. Receive from office-responsible for acceptance Product Acceptance Certificates duly signed by the CIR and CMAP ACCEPTANCE Transmittal Forms or for defective/incomplete deliverables, the CMAP ACCEPTANCE Transmittal Form indicating comments/findings together with the corresponding documents; 6. Inform DAP that the abovementioned document/s is/are ready for pick-up or for adjustment/completion; 7. Receive invoice/s corresponding to the approved deliverables/products (one invoice each for approved deliverables/products) from DAP together with signed Product Acceptance Certificates and the corresponding original copy of Notice of Delivery; 8. Check completeness of the invoices against Notices of Delivery; 9. Transmit invoice/s together with Product Acceptance Certificate to Project Management Office (PMO) for processing of payment or return documents received from DAP for any defect/deficiency; 10. Inform DAP when payment is ready for pick-up. B. Office Responsible for Accepting the Deliverable 1. Receive from PPS DAP deliverables/products with the CMAP Acceptance Transmittal Form and evaluate the same based on the criteria defined in Annex A; 2. Accomplish accordingly pertinent portion of the Transmittal Form based on the evaluation made on the deliverables/ products; 3. Prepare and initial on the Product Acceptance Certificate for each deliverable/product if in accordance with the acceptance criteria and forward the same together with the Transmittal Form, to the Deputy Program Director CMAP and then to the Commissioner, for endorsement/signature or return Transmittal Form with the corresponding documents for unacceptable deliverables/products to PPS; 4. Receive from Office of the CIR signed Product Acceptance Certificate and Transmittal Form and forward the same to PPS. C. Project Management Office 1. Receive from PPS invoice, Notice of Delivery and Product Acceptance Certificate; 2. Process payment in accordance with existing policies and procedures; 3. Inform PPS when payment is approved and ready for pick-up by DAP. IV. EFFECTIVITY: This Order shall take effect immediately. (SGD) BEETHOVEN L. RUALO Commissioner of Internal Revenue ANNEX A DAP SUPPORT ACCEPTANCE CRITERIA MATRIX Project Components Deliverables Etd. Subm. Date Acceptance Criteria Signatory/Responsible 0. Mobilization List of Project Team 2nd wk Jan 97 complete & correct documents: Commissioner endorsed by DCIR Member Signed Contract Aguirre, Deputy Program Director Contract bet. DAP & BIR World Bank 'no objection' CMAP Bank Guarantee = 'Mobilization fee' List of DAP Proj Team Members I. Organization Redesign 1. Organization Goals/Process 1. Strategic Goals/Process 14-Feb-97 5 copies of Analysis/Proposal on -do- Matrix Processes vs. Strategic Goals 2. Process Perspective 2. Process Perspective 14-Feb-97 5 copies final Perspective Manual -do- Manual (w/ Workshops) complete & correct Training Acceptance documents viz: RSO vs no of pax per contract agreed syllabus satisfactory training evaluation certificates of completion Training Report 3. Organization Structure/ 3.1 Org Structure/Process 30-Mar-97 5 copies final/comprehensive Org -do- Process Matrix Analysis & Recommendation 3.2 Proposed Org. Chart & 30-Apr-97 5 copies complete/final Report on: Functional Description Proposed Org structure, revised functional descriptions for NO, RO, RDO, RDC down to division level 3.3 Job Description for 30-Jul-97 5 copies complete/final Report on: Commissioner endorsed by DCIR positions impacted by job impacted for unique positions Aguirre and ACIR, HRDS PTCP/reorganization & another job family including job description & qualification standards. 4. Staffing 4. Staffing Pattern and 30-May-97 5 copies complete/final Report on: Commissioner endorsed by DCIR Recruitment & Redeployment proposed staffing pattern, recruitment Aguirre and ACIR, HRDS Strategies & redeployment strategies including methodology to get personnel/pos'n II. Process Imp & Trg Redesn 1. Process Improvement 1. Process Improvement 28-Feb-97 5 copies complete/final Report on: Commissioner endorsed by DCIR Implementation Implementation Plan policies, guidelines to align Aguirre manual with computerized processes & guidelines on the preparation of Operations Manual 5 copies complete/final Report on: -do- Process Implementation Action Plan with activities, responsibilities, dates for implementing processes 2. Process Measurement 2. Process Measurement 28-Feb-97 5 copies complete/final Report on: -do- Framework assessment of priority current business processes re: performance proposed new procedures and policies 3. Process Improvement 3.1 Training Design 28-Feb-97 5 copies of agreed training design -do- Training 3.2 Training Conduct 28-Feb-97 complete & correct Training -do- Acceptance documents 4. Enhanced ITS Training 4.1 Training Program Report 30-Mar-97 5 copies complete/final Report on: Commissioner endorsed by DCIR Design and Materials assessment of ITS training matls., Aguirre and ACIR, HRDS 4.2 ITS Training Materials 30-Mar-97 3 copies final materials on: -do- repackaged OM, TG, PG, etc. III. Strengthening BIR Capability to Manage Change 1. Change Readiness Study-Pre 1.1 Manila - Pre 30-Apr-97 approved Survey methodology/ Commissioner endorsed by DCIR 1.2 Quezon City - Pre 15-May-97 instruments Aguirre 1.3 Cebu - Pre 15-May-97 final/complete Survey Evaluation Report per site 2. Change Readiness Study- 2.1 Manila - Post 15-Mar-98 approved Survey methodology/ -do- Post 2.2 Quezon City - Post 30-Apr-98 instruments 2.3 Cebu - Post 30-Apr-98 final/complete Survey Report per site 3. CM Enhancement 3.1 Key Officials Workshop 30-Mar-97 complete & correct Training -do- Skills Development Acceptance documents 3.2 CM Agents Workshop- 18-Apr; 30-Apr; complete & correct Training Commissioner endorsed by DCIR 30 pax; 4 conducts 9-May; 23-May-97 Acceptance documents Aguirre and ACIR, PPS (for 1st and 2nd batches) and ACIR HRDS (for 3rd and 4th batches) 3.3 Change Champs Leader- 15-Jun-97 complete & correct Training Accept. Commissioner endorsed by DCIR ship Dev Skills W'shop documents; final Workshop Outputs Aguirre 4. Change Champion Program 4.1 Program Definition and 15-Nov-97 5 copies complete/final Program Commissioner endorsed by DCIR Technical Assistance Implementation Plan Report & Implementation Plan Aguirre and ACIR, PPS 4.2 Monitoring and Perf Eval 30-Jan-98 5 copies Report on Monitoring/Eval -do- Mechanism; Mo. Status Report 5. Change Journey and Maps 5.1 Inventory/Assessment of 30-Jun-97 5 copies final Assessment Report -do- Technical Assistance of CM Initiatives 5.2 Quarterly Monitoring/ 30-Jun-97 to 5 copies of Report on: -do- Evaluation 30-Mar-98 Methodology for CM Monitoring & Quarterly Status IV. Redesign HP Support Sys 1. HRD Org Strengthening for 1.1 HRMU Pgm Framework 30-Mar-97 5 copies final Program Framework Commissioner endorsed by DCIR Change 1.2 Workshop (40pax) 30-May-97 complete & correct Training Aguirre and ACIR, HRDS Acceptance documents 1.3 Program Monitoring & 30-Nov-97 5 copies monthly Status Report Evaluation 2. New Performance Appraisal 2.1 Performance and 15-Dec-98 5 copies complete/final Report on: Commissioner endorsed by DCIR and Incentive Scheme Incentives Scheme Proposed Performance Appraisal & Aguirre and ACIR, PPS Incentives Scheme for institution incl indicators, measures, standards and Implementation Plan 5 copies complete/final Report on: Commissioner endorsed by DCIR Proposed Perform. Appraisal & Aguirre and ACIR, HRDS Incentives Scheme for employees incl indicator, measures, standards and Implementation Plan Project Termination 1. Terminal Report Dec-98 5 copies Project Terminal Report Commissioner endorsed by DCIR Aguirre, ACIR, HRDS, and ACIR PPS ATTACHMENT 1 Product Acceptance Certificate BIR Logo Philippine Tax Computerization Project Change Management Assistance Program ATTACHMENT 2 Notice of Delivery DAP Logo CHANGE MANAGEMENT ASSISTANCE PROGRAM ATTACHMENT 3 Transmittal Form BIR Logo CMAP ACCEPTANCE Transmittal Form