Proper Recording of MV-Plates Issued with Barcode Using MV-PODS Data Capturing Facility

April 28, 2016

LTO MEMORANDUM CIRCULAR NO. RPC-2016-2008

 

Pursuant to the implementation of Motor Vehicle Plates Standardization Program (MVPSP) and in lieu of the existing Plate Registration and Ordering System, all offices concerned are hereby mandated to account all issued vehicle license plates tagged with barcode image, using the in-house developed web-based application Motor Vehicle-Plate Ordering and Delivery System (MV-PODS) [access link: lto.gov.ph/MVPODS]. The said web-based application will be utilized for online ordering, assignment and issuance of license plates to Regional/District Offices. Hence, the 300,000 license plates officially issued to the Regional/District offices shall be recorded with 100% accuracy prior to its release to the registered owner. Furthermore, NO PLATE SHALL BE ISSUED OR RELEASED UNLESS THE SAME IS ACCOUNTED IN THE SAID SYSTEM.

A training relative to the utilization of the facility shall be conducted on 04 May 2016.

Attached is the guidelines for proper recording using MV-PODS Data Capturing Facility.

Any concerns regarding the system shall be coursed through the Management Information Division-IT Development Unit facebook account www.facebook.com/MIDITDEVMVPODS or at telephone no. 920-5869.

This Memorandum Circular shall take effect on 06 May 2016. Failure to comply shall be dealt with accordingly.

For your guidance and strict compliance.

 

(SGD.) ATTY. ROBERTO P. CABRERA IIIAssistant Secretary

ATTACHMENT

Motor Vehicle Plate Ordering and Delivery System (MV-PODS)

The Motor Vehicle-Plate Ordering and Delivery System (MV-PODS) is a web based build-up facility to officially record plate orders initiated by LTO-District Offices, as endorsed by their respective Regional Office and approved for production by the Central Office-Administrative Division-Plate Section for ordering and manufacturing. aDSIHc

Using the MV-PODS, LTO-District Offices handling motor vehicle registration can submit online orders for license plate replacement, duplicate, change classification and new series plates. It will be utilized as a means to record all valid plates being ordered by the Land Transportation Office. District Offices will be able to list and identify correctly all vehicle information assigned per license plates having been ordered and delivered as LTO valid license plates to be recognized as an official issuance.

The following are the types of ordering available in the system for LTO-DISTRICT OFFICES nationwide:

1. New Series Plates — Orders for new seven digit (3alpha-4numeric for MVs/Trailers and 2alpha-5numeric for MCs) private license plates are initiated using this tab. A request can be submitted online on the number of license plates needed by the Regional Office as initiated by the District Office. All orders done under this manner are returned to the District Office to populate vehicle information based on actual assignment. Virtual Assignment of plate can be done using this facility while order for manufacturing is in process. Accountability of all previously assigned/delivered plates complete with vehicle information must be made before being allowed to post succeeding order.

2. Replacement Plates — Identifying the need for LTO to replace old released plates with new design plates with barcode image, this tab is used to enroll complete vehicle information before proceeding with the plate order.

3. Duplicate Plates — All barcoded license plates that has been previously issued and are reported stolen or mutilated by vehicle owners may be re-ordered for duplicate plate/s production using this tab. Duplicate orders per particular plate will be reviewed by the Central Office-Administrative Division-Plate Unit to initially indicate previously issued duplicate orders made to a particular plate and corresponding vehicle. The Administrative Division-Property Section-Plate Unit representative shall indicate if a vehicle had 1st/2nd/3rd/4th/5th duplicate order of plate has been previously made.

4. Duplicate TLP (Third License Plate) — Third License Plates are dashboard stickers issued to newly produced set of motor vehicle plates indicating PLATE NO., LABEL and BARCODE Image and validity year (for FOR-HIRE Vehicles: CPC ROUTE, for DIPLOMATIC: Embassy/country assignment is printed if previously indicated). Order for reproduction or reprinting of this nature is done using this tab.

5. Change Classification — Previously assigned plates with different CLASSIFICATION can be requested to change assigned colored plate (complete change and assignment of plate number if initially entered under DIPLOMATIC classification). Retrieval of data only. (No enrollment of Motor Vehicle Information is allowed).

All ordering tabs shall be prompted by the MV-PODS to indicate complete vehicle information using the Motor Vehicle Data Capturing Facility (MV-PODS-DCF), a subsystem to indicate vehicle information.

District Offices can generate their respective orders submitted for approval at the Central Office-Administrative Division-Property Section-Plates Unit.

Delivery by manufacturer to LTO shall be automatically tagged in the system as confirmed once barcode label has been appended to the request. Completion of delivery to the Registered Owner is validated and tagged as completed once District Office enters in the fields — Vehicle Owner Name and Address as it appears in the Certificate of Registration — to the initially entered Motor Vehicle Capturing System vehicle information to complete the LTO-Motor Vehicle Titling Database.

ALL allowed users will log into the MV-PODS url: lto.gov.ph/MVPODS using an assigned log-in password generated and assigned by the Management Information Division.

Enrollment of allowed users shall be endorsed by the Regional Office to the MID-IT Development Unit. Template of MV-PODS user enrollment is labeled as Annex A. ALL Screengrabs of the system entry for all DO and RO levels are attached as Annexes B and C respectively.

I. Ordering Process

A. DISTRICT OFFICE LEVEL

1. DISTRICT OFFICE Supply/Records/Releasing Officer logs into the system.

2. DO User selects the type of order based on the request needed to manufacture mv plate.

a. DO User must ensure that all fields in the MV Data Capturing system being submitted are complete and 100% accurate based on the actual record.

b. If the transacting DO cannot certify 100% completeness and accuracy of vehicle information when ordering, or if the Transacting DO is not the Originating DO, or when basis of information is not clear or readable, or having an incomplete data upload is apparently on-hand, vehicle information may be requested for Confirmation of Records using the system and the Originating DO must supplement and validate the correct data based on their actual record.

 Basis of Upload:

1. Certificate of Registration (CR) or CRE, if encumbered

2. OFFICIAL RECEIPT (for payment of plate order)

3. Additional basis when information printed on CR & OR is not complete: ETHIDa

a. MVIR/Inspection (with inspection OR payment)

b. Certification from the Originating DO (when no copy of CR/CRE/CSR is available at the Originating DO)

 (NOTE: System screenshot of the current IT (LTO-IT/Stradcom System) is NOT an acceptable basis of upload.)

c. Once the record has been confirmed, a return value of the updated record will be retrieved by the Transacting DO to proceed with the process of ordering the MV License plate.

d. The Originating DO, having been sent a Request for Confirmation of vehicle information, has the capability to UPDATE or REJECT said request. It is mandated that the confirmation be acted outright or not more than 72 hours upon submission of request by the Transacting DO. Rejections are returned with cause.

e. All requests for confirmation shall appear on the dashboard message notification.

3. DO User generates and submits order for approval to the Chief/Head of Office.

4. Chief/Head of Office logs into the system to approve DO Request. Once APPROVE button is done, the system automatically submits request of DO to their respective Regional Office.

B. REGIONAL OFFICE LEVEL

1. REGIONAL OFFICE User

a. RO User logs into the system

b. RO User (Supply Officer) shall evaluate and review all requests by the DISTRICT OFFICE Supply Officer and generates and submit to the REGIONAL DIRECTOR.

2. REGIONAL DIRECTOR

a. REGIONAL DIRECTOR logs into the system

b. Regional Director retrieves all plate orders of their respective District Offices. Reviews and Approves or Rejects the requests. Once the Regional Director selects the APPROVE button, an automatic submission is made by the system to the CENTRAL Office.

C. CENTRAL OFFICE LEVEL

1. Central Office-Administrative Division-Property Section-Plate Unit shall retrieve all plate orders submitted by the Regional Offices and evaluation per type of order shall be made.

2. Plate Unit, based on the plate order may approve or reject said request. Rejections must indicate cause for DO reference. If approved, a PO Number will be generated by the system.

3. A CSV-file can be exported for transmission of all the requests to the manufacturer.

II. Delivery Process

A. CENTRAL OFFICE LEVEL

1. Manufacturer shall return CSV-file with barcode label appended to the original file provided by the LTO to confirm production/manufacturing and delivery of actual plate.

2. A CSV-file shall be uploaded by the Management Information Division-IT Development Unit to the MV-PODS to be retrieved by the Administrative Division Inspectors for validation.

3. Inspectors shall tag as correct all plates delivered.

4. Administrative Division-Property Section shall prepare plates for distribution to respective regions. Arranges for freight couriers for delivery of said plates when necessary.

B. REGIONAL OFFICE

1. Regional Office Supply Officer logs into the system

2. Regional Office shall retrieve delivery information and forwards ordered plates to their respective District Offices for distribution.

C. DISTRICT OFFICE

1. District Office Supply Officer logs into the system

2. Retrieves record of orders by plate number

3. Searches Plate Number for Release

4. District Office shall complete the Vehicle Information and confirm correct License Plate Barcode label embedded for release to be the same as the Number indicated in the MV-PODS.

5. Updates record of MV-Data Capturing System and indicate Registered Owner and Address to indicate as released and certify correct all entries in the MV-PODS.

All plates being ordered are unique. One Plate = One MV Information is enrolled in the Data Capturing Facility. No duplication of MV entry will be accepted. Motor Vehicle Information enrolled in the Data Capturing System is certified accurate and submission of data is final.

Delivery Process Flow