RMO No. 09-2024 — Standardizes the Use of Rollout Tools/Templates Digest | Full Text | Annex A | Annex B | Annex C | Annex D | Annex E | Annex F | Annex G | Annex H | Annex I | Annex J

IrLAU OF i8 N ENU

REPUBLIC OF THE PHILIPPINES DEPARTMENT OF FINANCE PAR O6 2 Isg E

BUREAU OF INTERNAL REVENUE F

RECOKDS MGI.DIVISION November 30, 2023

REVENUE MEMORANDUM ORDER NO. 9~2024

Subject: StANdARdiZINg tHE uSE oF ROLLoUt tOoLS/TEMPLAtES

To: All Revenue Officials, Employees and Others Concerned

i. Background

The Systems for Philippine Internal Revenue Information Technology (SPIRIT) Mass Rollout Manual was established through RMO No. 43-98 and has been used as reference document concerning process, guidelines and procedures for the mass rollout of the application systems nationwide. The manual describes in detail the activities and tasks involved in the rollout process. Since then, rollout methods and tools evolved, in consideration of the scope and requirements of an application system. Hence, the need to standardize the tools and templates in all rollout activities and re-emphasize the responsibilities of concerned offices to ensure uniformity in the implementation of new or enhanced application systems.

II. OBJECTIVES

This Order is issued to:

1. Re-impose the use of standard rollout tools/templates during pre-rollout, rollout preparation and post-rollout monitoring for all developed/enhanced application systems (whether in-house developed or outsourced);

2. Eliminate the risk of issues that might hinder or deiay successful implementation to ensure smoother rollout and reduce potential problems; and

3. Put emphasis to the responsibilities of concerned. offices in the preparation and accomplishment of the rollout tools/templates specified in this Order.

IIi. POLICIES ANd GUIdELInES

1. New or enhanced application systems that are to be implemented, whether to a single However, application systems that will undergo minor enhancement such as updates in browser support, shall be implemented through the issuance of Rollout Announcement Memorandum (please see A.4) only. or multiple offices, shall be rolled out using the following roilout tools/templates.

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A. Rollout Tools/Templates

A.1 Rollout Workplan Name of Template Template (Annex A) to plan and monitor the It refers to a formal, approved document of rollout activities and throughout the rollout; provides the Project Proponent with a tool accomplishment of the activities and, may be customized rollout and shall serve as target start and completion date. timelines regularly updated and tasks in each rollout phase (pre-rollout, rollout, post-roilout); depending on the scope of the reference in determining the Description When to Use From Pre. Post-Rollout Phase Rollout to Process Owner ISG Person/Office Proponent (PP) Responsible Counterpart (PO) / Project

A.2 Checklist of Rollout Requirements (Annex B) Tempiate requisites for the rollout of the It refers to the checklist that activities and tasks in the Rollout Work Plan and contains all pre- highlights the details of the new or enhanced system. During the Pre- Rollout Phase [popp ISG Revenue Data Center (RDC) Counterpart

of the rollout. depending on the requirement/s The checklist may be customized

A.3 Rolout Readiness Issues List (Annex C) must be foliowed up accordingly. It refers to a log of all issues reporting and resolution of issues/ blockers which may delay each issue must be identified and pertaining to the completion of the roflout requirements. This facilitates the monitoring, the roliout. Responsible office for Rollout Phase During Pre. ISG c PO/PP Counterpart

A.4 Rollout Memorandum-. Announcement/ Go Live (Annex D) -system.which states the It refers to a memorandum addressed to the Site Heads to announce the rollout of the modules/features of the system. before the rollout At least 1 week scheduled c POIPP ISG Counterpart

A.5 Operations Evaluation (Annex E) Checklist It refers to the checklist that rolled out system with the site highlights the business functionalities which shall be performed by the end-users upon rollout. This shall be prepared simuitaneousty with the Rollout Workplan. This shafl be used to assess integration of the newiy Post-Rollout During the Phase PO End user to accomplish

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Name of Template operations. This shall be properly explained to the personnei who shall complete the form. distributed, communicated and Description When to Use Person/Oftice Responsible

A.6 Key Performance (Annex F) Indicator (KPI)/Exit Criteria It refers to measurable values the Rollout. The key performance that will determine the success of a weekly basis. indicators are being monitored on Post-Rolout Phase During the PO/PP

A.7 Post Rollout Issues List (Annex G) raised during implementation concerned office/s for resolution. it refers to a log of all issues which shall be tracked/ monitored and/or escalated (if necessary) to Phase Post-Rolout During the PO/Site Head o RDC,if PP applicable

B. Other Rollout Requirements

B.2 Change Request B.1 Privacy impact Name of Template Assessment (PIA) Form (Annex H) (CR) (Annex I) treat privacy risk. A PIA report measures taken for risk It refers to a formal request made to modify or update an existing organization. It refers to an instrument for assessing the potential impacts on privacy of a process, consultation with stakeholders, for taking actions as necessary to may inctude documentation about treatment. system or process. The request may be initiated by a user. stakeholder, or business owner who identifies a need to improve the system's functionality, performance, or security. CR is typically submitted through a formal process that outtines the impacts that the change may have on the system or the information system, program, software modufe, device or other initiative which processes personal information and in proposed changes, the reasons for the change, and any potential Description Post-Rollout During the Post-Rollout Phase Phase During the When to Use PO/PP ISG PIA Team in PO IPP and iSG coordination with Counterpart Person/Office Responsible Counterpart

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2. The Process Owner / Project Proponent shall ensure that all MANDATORY requirements fisted in the rollout checklist, including the conduct of PIA (in coordination with the PMIS-PIA Team), have been satisfied before Rollout Announcement Memo (Annex D) is released. Additionally, they shall ensure that the checklist is signed off.

3. The Process Owner/Project Proponent, in coordination with ISG Counterpart, shall initiate the rollout activities, as well as develop the KPI/Exit Criteria (Annex F) once the User Acceptance Testing is completed and Ready for Use Memo (Annex J) is signed

4. The Project Proponent and Site Heads shall be equally responsible for the rollout of the new or enhanced system at their respective areas and shall coordinate with the Process Owner and ISG Counterpart.

5. The Process Owner shall safe-keep all signed documents such as rollout checklist. RMO No. 8-2022 said documents shall form part of the documentations attached to the Project Closure Report (PCR) as stated in The BiR Project Management Manual prescribed under Rollout Announcement Memo, etc. However, upon completion of the rollout activities

6. The ISG Counterpart shall provide a copy of said documents to ISG Technical Library.

iV. eFFECtivitY

This Order takes effect immediately.

ROE Jmagui, jr

Hussioner of Internal Revenue

RUREAU CF TERNAL REVEUE NTYT

MKR 06 ZN74

RECORDS MGT.DIVISION TUIY "IUU

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