As the world becomes more digitalized, the Department of Education (DepEd) – Philippines followed this trend by utilizing it in its offices. DepEd acknowledges the importance of digital technology and how it can improve the operations and systems within its department. That’s why the department issued the DepEd Order (DO) 11, series (s.) 2021, which contains the guidelines on utilizing the Program Management Information System (PMIS).
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The PMIS is a web-based information system launched to enhance the progress monitoring of the program status and project implementation. With this system, DepEd personnel at all governance levels can access prompt, relevant, and quality information that they can utilize for planning, budgeting, policy decisions, evaluation, and results monitoring. The gathered data within the system will also generate a brief of all financial and physical accomplishments of DepEd offices and programs.
What is DepEd Order 11
On February 24, 2021, the Department of Education issued the DepEd Order (DO) 11, series (s.) 2021, which contained the Guidelines on the Operationalization of the Program Management Information System (PMIS). The system can assist the Department’s Planning and Budget Strategy. It will serve as the official source of data for all DepEd programs, projects, and activities (PPAs) from the planning to the implementation phase.
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Objectives
- Promote efficient and effective management of plans and programs.
- Aims to enhance the transparency of plans and programs in the DepEd Central Office to schools .at all levels of governance.
- Act as a platform that promotes a more diligent and systematic preparation of plans and usage of budgets.
- Support in formulating policies and decision-making.
- Impose standards for planning and implementation of plans.
Guidelines on the Operationalization of the Program Management Information System
Scope
The PMIS can help with the planning, programming, and budget execution processes within the DepEd Central Office (CO), Regional Office (RO), and Schools Division Office (SDO). These guidelines also cover the operationalization of PMIS modules, including:
- Maintenance of program and project profiles.
- Designation of budget ceilings by PPAs.
- Preparation of Work and Financial Plans (WFPs) via the use of the Expenditure Matrix (EM).
- Preparation of Project Procurement Management Plans (PPMPs) and list of Common-use Supplies and Equipment (CSEs).
- Confirmation of WFPs, PPMPs, and list of CSEs.
- Execution of plans by using implementation documents, like the “Activity Request” (AR) and .“Authority to Conduct” (ATC) modalities.
- Recording of obligations and disbursements.
- Recording of issuance and confirmation of receipt of sub-AROs.
- Periodic reporting of physical and financial accomplishments of all PPAs.
- Adjustment of WFPs as a result of Program Implementation Review (PIR).
- Monitoring procurement and implementation milestones of basic education inputs, such as, but not limited to Plantilla, Classroom, Learning Tools and Equipment, and Learning Materials.
- Generation of APPs and reports on the physical and financial status of programs and projects.
PMIS Major Processes and Accountability per Level of Governance
Accessing the PMIS
The PMIS is accessible via this link: https://pmis.deped.gov.ph/. Considering their authorized access rights and privileges, all DepEd CO, ROs, and SDOs operating units will be designated respective user accounts, giving them access to the following:
- Approved allocation in the NEP/GAA and downloaded Program Support Fund (PSF).
- Facilitating for uploading and downloading the Expenditure Matrix to produce the approved Work and Financial Plan (WFP).
- Facility to prepare Project Procurement Management Plan (PPMP) details and schedule.
- Facility to prepare the list of Annual Procurement Plan – Common-use Supplies and Equipment (APP-CSE).
- Facility for preparation and submission of their respective Activity Request (ARs) and Authority to Conduct (ATCs).
- Facility to record the status of physical accomplishment.
- Facility to adjust the WFP after conducting the Program Implementation Review (PIR).
Preparing Plans and Budgets
Maintain Program & Project Profile
- Offices under DepEd CO supervising major programs and projects should create and maintain profiles in the PMIS for all nationally funded (GAA) and foreign-funded programs and projects.
- The documented profile holds information regarding the program/project, like defining problems, key strategies, identified beneficiaries, intervention duration, multi-year funding requirements, risks and assumptions, and desired results. It also determines the operating unit/office that oversees the program/project.
Allocate Budget
- The PMIS expedites budget ceiling allocation for all program/project and operating units and the reallocation of budgets during plan adjustment. It also serves as the basis for preparing and adjusting the WFPs via Expenditure Matrices.
- The Finance Service – Budget Division (FS-B) at the Central Office level handles the allocation of the applicable Unified Accounts Code Structure (UACS) code for all programs/projects funded and enacted by DEpEd, uploading the NEP/GAA and downloading the PSF in the system.
Prepare Budget Plans
- All the CO, RO, and SDO operating units must prepare an Expenditure Matrix using the PMIS template for their office. Create for every budget line item allocated to their offices. On the other hand, ROs and SDOs should only prepare WFP via Expenditure Matrix for funds directly released to their office by the DBM or DepEd CO.
- The Expenditure Matrix should submitted in the system on or before the end of March (pre-planning) and August (post-planning) unless specified/amended via a DepEd Order or memorandum. Hence, the uploaded EM, CSE, and PPMPS in the PMIS are generated automatically.
- Before conducting the triangulation and vetting processes, all the Expenditure Matrices of operating units are subject to regular financial review and evaluation.
- The system-generated WFP contains the performance indicators for every activity and output. It will help measure the achievement of its objectives, major deliverables, milestones, budgetary requirements, schedule, and duration.
- All operating units are responsible for submitting their WFPs promptly via the APP-CSE, Expenditure Matrix, and PPMP in the PMIS system.
- Submit a printed copy of the WFP and PPMP to the head of the office for approval/vetting. If there are any findings, communicate with the planning of concerned operating units for applicable action. Once the head of the office approves it, the operating units should submit the WFP via the PMIS to be confirmed by the Planning office.
Per the governance level, the planning office should be responsible for reviewing and confirming the submitted WFPs. Also, they should guarantee the alignment of plans with the thrust and strategies of DepEd, Regional Basic Education Pan (RBEP)/Division Education Development Plan (DEDP), and strategic directions via triangulation before approval of the head office.
DepEd Order 11 Full Memo Download
To access and download the complete PDF of DepEd Order No. 11, series of 2021, a direct link is available on this page. By clicking the download button below, you can easily obtain a copy of DepEd Order 11 in PDF format.
Full PDF DepEd 11 memo file: https://www.deped.gov.ph/wp-content/uploads/2021/03/DO_s2021_011.pdf
Summary
By issuing the DepEd Order 11, series 2021, DepEd CO, RO, and SDO personnel will be guided on operating the Program Management Information System (PMIS), which aims to support planning and budget strategy within the department. Moreover, the PMIS will store official data for all the activities, projects, and programs launched and implemented by DepEd.
This system will also promote efficiency, transparency, diligence, and orderliness within the department by providing a facility that improves operationalization. Hence, DepEd personnel responsible for the planning, programming, and budget processing should refer to the guidelines enclosed in this order.