PAMANA 1

IX. PROGRAM IMPLEMENTATION ARRANGEMENT

A. The Program National Steering Committee (PNSC)

PNSC – co-chaired by the undersecretaries of OPAPP and DA

Assistant Secretaries of OPAPP and DA may be assigned as members

Regional Secretary of the Department of Agriculture and Fisheries – Autonomous Region in Muslim Mindanao (DAF-ARMM) and Representatives of BFAR and DAR and other agencies may be invited when needed.

A. The Program National Steering Committee (PNSC)

Shall: Provide program guidelines and

policy direction for Pillar 2 and Pillar 3 projects of the PAMANA program.

Review and Endorse to the DA and OPAPP Secretaries the annual work and financial plan of the PAMANA Program

Oversee the implementation of the program

B. Regional/Provincial Peace and Order Councils (R/PP0C)

Composition:a. DILG Regional Directorb. OPAPP Area Managerc. PNP Regional/Provincial Directord. AFP Regional/Provincial Commanderse. NGA representatives

Regional/Provincial Peace and Order Councils (R/PP0C)

Shall:Serve as the coordinating body and project

clearing house for the PAMANA Project at the regional and Provincial level;

Coordinate with the Regional Development Council (RDC) and Provincial Development Council (PDC) Secretariats for the harmonization of programs and projects. Ensure that the peace and conflict sensitive PDPFP / AIPs or CDP-ELA / AIPs shall be integrated into the peace and development plans for each region and province


Shall:

Coordinate Regional / Provincial programs, activities and funding requirement for areas indentified under the program

Ensure mainstreaming of regional/provincial PAMANA Program intervention into the plans and programs of concerned government agencies and local government units.


Shall: Coordinate with relevant agencies,

development agencies, CSOs and project management offices on the implementation of the PAMANA Program in the region and provinces.

Support OPPAP in monitoring implementation and evaluating results of PAMANA

C. PARTNER IMPLEMENTING AGENCIESEligible City/Municipal/Provincial LGU or the DPWH shall:1. Enter into a MOA with appropriate

DA-RFO or BFAR RO for the release of funds

2. Open a Special Trust Fund (STF) in a government bank upon transfer of funds by DA. It shall issue an official receipt in favor of DA acknowledging receipt of the fund.

C. PARTNER IMPLEMENTING AGENCIESEligible City/Municipal/Provincial LGU or the DPWH shall:

3. Designate and appropriate focal person/unit which will manage and coordinate the implementation of PAMANA project in the area.

4. Implement project by administration or by contract through competitive bidding, adhering to provisions of RA No. 9184 and its IRR as well as all applicable government rules and regulation


5. Oversee the physical implementation of their respective projects to ensure that they are in accordance with the provisions of the MOA as well as applicable laws, rules and regulations.

6. Submit monthly financial report and physical accomplishment report to the appropriate DA-RFOs or BFAR- Ros as well as geo-tagged of pre/during/post project implementation photo


7. Responsible for the liquidation reports and submit to the appropriate DA-RFOs or BFAR-R0s.

8. Return the unexpended balance of the released portion of the funds or pertinent portion related to the cancelled component to the appropriate DA or BFAR Regional Office


9. Install billboard on each PAMANA Project sites to provide information

Title of ProjectPeriod of implementationFund allocationImplementing agenciesother relevant info

Must follow the template provided

D. PROGRAM MONITORING, VALIDATION AND REPORTING OF PROJECTS

OPAPP shall act as the lead agency in monitoring the PAMANA project in partnership with DA-RFOs/BFAR ROs

D. PROGRAM MONITORING, VALIDATION AND REPORTING OF PROJECTSD.1. DA RFOs and BFAR ROs to DA COTo ensure timely approval, release of funds, implementation and completion of the projectDA-RFO/BFAR RO shall undertake the following: Monthly monitoring of the project Establish alert mechanism to ensure timely resolution of issues that may arise before and during project implementation

D. PROGRAM MONITORING, VALIDATION AND REPORTING OF PROJECTS

Submit monthly status report to DA field Operations Services, five days before the end of each month, using DA prescribed monitoring template

D.2. DA Central Office to OPAPP2.1. Submission of Quarterly Status Report

DA shall within 10 days from the end of every quarter, submit in print and in electronic copy to OPAPP the PAMANA Quarterly Status Report:

PROJECT DESCRIPTION : location of the project; project type and specification; intended benefits of the project.PHYSICAL ACCOMPLISHMENT : physical status of the project

FUND UTILIZATION: Budget allotment, Obligations and utilization LIST OF BENEFICIARIES: communities, household and individual (sex disaggregation) benefitted by the project)

ISSUES, CONCERNS, ACTIONS TAKEN AND RECOMMENDATION: factors that hinder or facilitate the implementation, actions taken to address issues and concerns and recommendation to improve the implementation

MONITORING AND VALIDATION :

TEAM COMPOSITION:OPAPP – will lead the quarterly monitoring and validation of PAMANA Projects in coordination with DA-RFOs and BFAR ROs.

VALIDATION TEAM (VT) – undertake monitoring and validation of projects implemented

VALIDATION TEAM (VT) : composed of technical personnel from OPAPP and DA/BFAR with

a. extensive experience in PAMANA implementationb. involvement in monitoring and evaluation processes

Composition will be finalized based on the recommendation and approval of DA/RFOs /BFAR Ros.

Task of Validation Team1. Formulation of tools and mechanisms2. Actual conduct of monitoring and

validation3. Preparation of validation reports.

CSOs/NGOs/Pos – as 3rd party monitor can assist the OPAPP

Timeframe of Validation – shall be conducted and finished within 30 days from receipt of the quarterly reports from DA RFOs/ BFAR ROs.

COMPONENTS OF VALIDATION PROCESS1. Review and examination of quarterly

status reports2. Review and examination of project

documents3. Actual inspection of the physical

accomplishment of the project4. Collection and review of financial

documents from DA/BFAR5. Interview with beneficiaries 6. Interview with project implementer

from field or ROs

SELECTION OF PROJECTS FOR VALIDATION shall be derived through random sampling methods informed by other criteria such as distribution of projects across PAMANA Zones.

Number of projects to be sampled : based on actual number of projects implemented by a specific agency.

VALIDATION TEAM shall conduct field visit

To examine the veracity of the information included in the quarterly status report.

The following are the focus of the validationCONTENT OF QUARTERLY

STATUS REPORT

SPECIFIC POINTS FOR VALIDATION

PROJECT DESCRIPTION

• Actual location of project site in relation to sites in GAA• Specific project type and intended benefits of the project

PHYSICAL ACCOMPLISHMENT

• Actual physical status• Adherence to technical plans and specification

The following are the focus of the validation

CONTENT OF QUARTERLY

STATUS REPORT


FUND UTILIZATION • Budget allotment, actual amount obligated and actual fund utilized

LIST OF BENEFICIARIES

• List of communities, households and individuals (sex, age, ethnicity disaggregation) benefitted by the project

The following are the focus of the validation

CONTENT OF QUARTERLY

STATUS REPORT


ISSUES, CONCERNS, ACTIONS TAKEN and RECOMMENDATIONS

• Facilitating and hindering factor • Actions taken to address issues and concerns• Recommendations to improve implementation

VT – also check whether or not the funds used by the DA RFOs/BFAR Ros for purposes other than those provided in the GAA.

PREPARATION OF VALIDATION REPORT

Validation team prepares validation report contain the results of the validation process. Includes information on the veracity of the content of Quarterly Status Report(Location, physical accomplishment, Fund utilization, list of beneficiaries and factors affecting the project implemented.

FEEDBACK PROCESSThe VT shall provide the DA RFOs/BFAR Ros and DA-FOS , copy of the validation report

If the validation reports shows errors/ discrepancies in the quarterly status report submitted by the DA FOS, The DA RFOs/ BFAR ROs will be asked to rectify the error or give an explanation for the discrepancies within 5 days from receipt of the validation report.

FEEDBACK PROCESS

In the case the veracity of the information in the quarter status report have been ascertained, the VT shall provide DA with a copy of the validated quarterly status report

VALIDATION BY OPAPPAll concerned DA and BFAR units shall facilitate and assist the validation process to be conducted by OPAPP.

PROGRAM SANCTIONSDA REDs/BFAR RDs upon consultation with the Regional Peace and Order Council and/or OPAPP are authorized to:

A. Terminate/Cancel the implementation of the project 1. Non compliance to prescribed project

processes, standards and requirements;

2. Corruption and fraudulent practices

3. When situation would make it improbable for the project to continue or to be carried out

4. Upon request with corresponding justification of the LGU/partner implementing agency subject to validation

In case that the project is partially or fully cancelled due to the fault of the partner Implementing agency (LGU/DPWH), the same will be obliged to return the unexpended balance of the release portion of the funds or the pertinent portion related to the cancelled component, whichever applicable.

B. SUSPEND/WITHHOLD THE RELEASE OF THE FINAL TRANCHE if any of the following occur:1. During the review and monitoring it was

found out that

a) Procurement of any contract is inconsistent with provisions of RA 9184 and its IRR

b) Designated implementing partner is performing unsatisfactorily in the implementation and execution of the project or in the event that substantial slippage in implementation is incurred as reported

B. SUSPEND/WITHHOLD THE RELEASE OF THE FINAL TRANCHE if any of the following occur:

2. Extraordinary conditions such as force majeure, fortuitous events, acts of God and the like which shall make it necessary to suspend the implementation

Implementing Partners will be given one (1) month to resolve issues, improve performance or remedy the situation.

Termination will only be resorted if implementing Partners having been duly notified, do not make any effort to institute measures that will address the issues at hand.

GRIEVANCE AND REDRESS MECHANISM

Grievance, issues and concerns emanating from LGUs, Local CSO, Regional Offices of partner participating agencies and local officials must 1st be raised with the appropriate M/COPC or PPOC. Unresolved area-specific issues shall be elevated to the RPOC.

GRIEVANCE AND REDRESS MECHANISM

Grievance, issues and concerns not resolved at the RPOC level shall be forwarded to the OPAPP through a formal complaint which may be sent through regular and/or electronic mail.

EFFECTIVITY

This circular will take effect immediately after its publication in the Official Gazette or in a newpaper of general circulation and filing with the National Administrative Register of the University of the Philippines Law Center (UPLC)

PAMANA 1

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Transcript of PAMANA 1