Memo Order No. 0675 s. 2022

Bangsamoro Autonomous Region in Muslim Mindanao Rentblir of the hilippinrs

OFFICE OFTHE CHIEF MINISTER Bangsamoro Government Center, Governor Gutierrez Avenue, Rosary Heights VII,Cotabato City 9600

MEMORANDUM Order No. Series of 2022 067

TO Office of the Chief Minister ALL OFFICES,DIVISIONS,SPECIAL PROGRAMS AND ATTACHED OFFICES

Bangsamoro Autonomous Region in Muslim Mindanao

SUBJECT QUARTERLY, SEMI-ANNUAL, AND ANNUAL ACCOMPLISHMENT REPORTS REVISED GUIDELINES ON THE SUBMISSION OF MONTHLY

DATE 30 RABI'UL-AKHIR 1444|24 N0VEMBER 2022

I PURPOSE

A. This memorandum order is being issued to prescribe the guidelines and fiscal autonomy under the Office of the Chief Minister which aims to assess and Plan (WFP). offices/divisions,Special Programs,Attached Officesand Attached Offices with evaluate the office performance in relation to the approved Work and Financial procedures for the periodic submission of Accomplishment Reports for

B. Further, in compliance to COA Circular No. 2013-004, also known as Government Programs/Activities/Projects (PAPs) that shall be "Information and Agencies",these guidelines shall serve as reference in preparation of Report on Publicity on Programs/Projects/Activities of Government submitted

required by the top management. quarterly to the Commission on Audit, and other reports that may be

H GENERAL GUIDELINES

A.OCM Proper Offices, Special Offices,and Attached Offices

Accomplishment Report and Narrative Report enclosed with photo a.1 All offices shall prepare the Monthly, Quarterly, Semi-Annual, and Annual

documentation.

a.2 The Monthly Accomplishment Report shall contain the programs, projects accomplishment with corresponding remarks in each PAP, if necessary. and activities, output indicator, target physical accomplishment, actual physical accomplishment,percentage of physical accomplishment and weighted physical

shall contain additional columns that will show the variance between the target physical accomplishment and the actual physical accomplishment. a.3 The monthly, quarterly, semi-annual, and annual Accomplishment Reports

a.4 The remarks column is intended for the issues/concerns encountered in implementing or conducting each PAP and the recommendations to address the same.

a.5 The special programs and attached offices with extended appropriations shall also prepare the Monthly,Quarterly, Semi-Annual, and Annual Catch-up Plan Accomplishment Report and narrative report.

a.6 All offices shall provide additional attachment for the Means of Verification MOVs provided in the justification of the approved WFP. (MOVs), i.e., the actual proof of performance,based on the predetermined list of

B.Attached Offices with fiscal autonomy

b.1 Paragraph 5 of Legal Opinion No. 2022-094 dated July 25, 2022, issued by between the ministry or its equivalent and attached agency is limited to policy and program coordination only. Stated further that, "the coordination may be the Bangsamoro Attorney General's Office, provides that the legal relationship reporting which shall reflect the progress of PPAs. Meanwhile, matters of day-to- day administration or those pertaining to internal operations shall be left to the discretion of the head of agency." accomplished by having the attached agency comply with a system of periodic

As such, all Attached Offices with fiscal autonomy shall also prepare the Report with attached photo documentation. The report will only include the PAPs under the Operations sans PAPs under the General Administration and Support (GAS) and Support to Operations (STO). Quarterly, Semi-Annual, and Annual Accomplishment Report and Narrative

I PROCEDURES

The following serves as guide in filling out each column of the Monthly, Quarterly Semi-Annual, and Annual Accomplishment Report form, templates of which are attached for reference.

A. Programs, Activities and Projects (PAPs) -- Indicate the PAP based on the budget execution documents approved by the Ministry of Finance, Budget and Management (MFBM) and the WFP by cost structure approved by the Senior Minister or head of office. if there are PAPs that are not included in the approved WFP,place it on the PAPs column under"Other PAPs

B. Output Indicator -Indicate the output indicator that measures quantitatively the

approved PAPs that have been implemented as planned.

G Physical Target - Indicate the target quantity of PAPs based on the approved

Work and Financial Plan.

D. Actual Physical Accomplishment (APA) - Indicate the actual accomplished physical quantity of each PAP. Physical accomplishment beyond the target must

be reflected to note the negative or positive variance

F Percentage of Physical Accomplishment -Indicate the percentage accomplished

versus the physical targets for each PAP using the following formula:

%PA=APA_X 100% PT

%PA=Percentage of Physical Accomplishment PT= APA=Actual Physical Accomplishment Physical Target

stated, the accomplishment of a particular PAP should be reflected on the month that it was conducted. Note: The physical accomplishment shall be computed on the actual month of implementation irrespective of the schedule on the approved WFP. Otherwise

Accomplishment column. The computation for an accomplishment that does not fall under the targeted schedule shall be automatically computed as 100% under Percentage of Physical

remarks portion of the template Justification for either the positive or negative variance must be reflected in the

F. PERCENTAGE WEIGHTED PHYSICAL ACCOMPLISHMENT - Indicate the

weight of physical accomplishment for each PAP versus total physical target.

Formula:

%WPA=(%PA xPT) EPT

CPT= %PA= PT= %WPA= Sum of all Physical Target Percentage Weighted Physical Accomplishment Percentage of Physical Accomplishment Physical Target

G. PERCENTAGE ALLOCATION PER COST STRUCTURE PACS)-The percentage

Memorandum Order No.0462,s.2022 re:Performance Evaluation Guidelines allocation per cost structure (GAS,STO.OPS)isinconsonance withthe

for SPMS implementation.

OTHER PAPS Operations (OPS) General Administration and Support (GAS) Support to Operations (STO) Cost Structure 5% Percentage Allocation 10% 15% 70%

OPERATIONS GAS If there are no Other PAPs STO Cost Structure 70% Percentage Allocation 20% 10%

PACS=Percentage Allocation x %PA

Note:This column shall only be included in QuarterlySemi-Annual,and Annual Accomplishment Report Form.

H. Variance - This column represents the difference between the Physical Target minus the Physical Accomplishment. The variance could be any of the following:

I. I partially met positive (+) if the actual accomplishment exceeded the physical target zero (0) if the physical target is met 100% negative (-) if the physical target is either not met or only

Remarks - This column elaborates the justification for either the negative or positive variance in accomplishing the physical targets.

Signatories for Accomplishment Reports

The following are the authorized signatories for the approval of the Accomplishment Report:

Prepared by:Designated Monitoring and Evaluation Officer

Reviewed by: For Executive Offices, other OCM Offices, Office of Service Directors and Special Programs: Immediate Supervisor

For division under services,and attached offices Chief of the Division

Approved by: For Executive Offices, other OCM Offices, Office of Service Directors,Attached Offices and Special Programs Head of Office/Oversight Officer

For divisions under services Service Director

N Narrative Report - This contains the narration of the whole process and conduct of the office's program,activities, and projects. The narration elaborates the content of the numerical value of accomplished output indicator of each PAP.

Format: Font Size: 16 (Heading) Paper Size: Font Style:Times New Roman For Narrative Report: A4 Size For Accomplishment Report Form:Folio (8.5 x 13 inches) 12 (Body)

Photo Documentation- This will serve as one of the Means of Verification of the PAP accomplished. accomplished PAPs. The photos shall have a caption that contains the brief description of the activity. A maximum of two (2) photos shall be attached per

during the implementation of PAPs and must be reflected in the narrative report. Note: The sex disaggregated data of participants/beneficiaries must be obtained

V. SUBMISSION

form and its corresponding narrative report, every 2nd Wednesday of the the Accomplishment Report Forms to M&E Section through the TMS Planning succeeding month and an Annual Accomplishment report on the 2nd Wednesday of January of the following fiscal year. All offices/divisions including the Special Programs, attached offices, and attached offices with fiscal autonomy shall submit an editable electronic copy of official e-mail, [email protected] and signed hard copy of AR

VI SANCTIONS

Offices with late submission shall be recorded with the following sanctions: First Offense Second Offense: Third Offense: Submission. Submission and an additional Letter of Explanation List of Offices will be Meeting Issuance of 1st Notice of Late Submission or Non- Issuance of 2nd Notice of Late Submission or Non- concerning non-compliance, furnishing the TMs. same addressed to the Office of the Senior Minister Planning and Management Division with a copy of the management during the Management brought before the top Committee

VIII. DESIGNATED MONITORING AND EVALUATION OFFICER

To ensure compliance to these guidelines, Heads of Offices/Directors and Division

issuance of an office order, furnishing the TMS-PMD with a copy Chiefs are hereby directed to designate a Monitoring and Evaluation Officer through

The following details must be included in the office order:

a Name of the designated Monitoring and Evaluation Officer b. Position

d. C Duties and Responsibilities, such as but not limited to: Contact Number

Ii. Preparation of Accomplishment Reports and Narrative Reports; Attendance to quarterly meeting of Monitoring and Evaluation Officers

iii. Participation to activities requiring the attendance of Monitoring and IN. Evaluation Officers; Coordination with TMS-Planning and Management Division and FMS- under OCM

Budget Division

Any other concerns related to the preparation and finalization of WFP not specifically stipulated in these guidelines shall be resolved by the TMS-Planning and Management Division and the FMS-Budget Division, subject to the approval of the Office of the Senior Minister.

IX. EFFECTIVITY

This order shall take effect immediately and shall supersede Memorandum Order 132,series of 2022

For guidance and compliance.

AHOD B.EBRAHIM By Authority of the Chief Minister

Senio Minister ABDULRA AMACACUA OCM-BARMM RD-AMS AAA136253

Bangsamoro Autonomous Region in Muslim Mindanao

OFFICE OF THE SENIOR MINISTER Offiro of the Chicf Minise

RELEASED NaMe: _ABDUL AZIS LU ALI Date: DEC 12 2022 Time: GOAL

Bangsamoro Autonomous Region in Mustm Mindanao OFFICE OF THE CHIEF MINISTER Records DiviSion AMS

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Bangsamoro Autonomous Region in Muslim Mindanao Rrmullir nf the hilippines

Bangsamoro Government Center,Governor Gutierrez Avenue, Rosary Heights VII, Cotabato City 9600 OFFICE OF THECHIEFMINISTER

NARRATIVE REPORT

As of

I EXECUTIVE SUMMARY

Brief summary of the progress report

I. PROGRESS/DETAILS OF ACTIVITIES

- List down the accomplished PAPs and their important details (i.e. what, when who, why, and how).

- This can be in bullet form. Sample:

1.Conduct of Monthly Meeting A. General Administrative and Support Services (GAS) One (1 general meeting was conducted on August 12,2022.(Indicate agenda B.Support to Operations (STO) 1.Attend to training-workshop

This month of August 2022, the following training-workshops have been conducted by our office, to wit:

a Workshop on Technical Writing

The Workshop on Technical Writing was conducted on August 1,2022 at Cren Cuisine, Cotabato City.The activity was conducted and facilitated by the Technical Management Service - Research and Development Division. Twenty (20) TMS personnel have participated with ten (10 males and ten (10) females. The workshop's objectives were to enhance the technical writing skills of the TMS

research papers for the betterment of the Office of the Chief Minister's governance employees' and to develop them better in crafting guidelines, policies, and doing

to the Bangsamoro people. The Workshop on Technical Writing's resource person was none other than the Chief Administrative Officer of the Technical Management Service - Planning and Management Division, Lo Ivan R. Castillon, Ph.D. b.Workshop on Statistical Analysis

C. Operations 1.Provision of technical assistance to the offices under OCM on planning concerns

Bangsamoro Autonomous Region in Muslim Mindanao Bangsamoro Government Center,Governor Gutierrez Avenue, Rosary Heights VII, Cotabato City 9600 OFFICE OF THE CHIEF MINISTER Rrpuhlir nf the Alhulippins

H. ISSUES AND CHALLENGES List down the unmet PAPs and why they are difficult to accomplish. Do not include the office's internal issues and challenges (e.g. lack of supplies, lack of

manpower).

IV. RECOMMENDATIONS

Prepared by:

M&E Officer/Focal Person

Reviewed by: Reviewed by:

Immediate Supervisor/Chief of Division Director/Head of Office