9. PROGRAMS IMPLEMENTATION AND ARRANGEMENT9.A. PROGRAM NATIONAL STEERING COMMITTEE (PNSC)

1. PNSC – CO-CHAIRED BY THE UNDERSECRETARIES OF OPAPP (Office of the Presidential Adviser on the Peace Process) and DA

Head of both agencies can appoint Assistant Secretaries and Directors into the committee

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 neede

2. PNSC shall2.1. Provide program guidelines and policy direction for

Pillars 2 and Pillar 3 project5s of the PAMANA program

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

2.3. Oversee the implementation of the program

9.B. THE REGIONAL/ PROVINCIAL PEACE AND ORDER COUNCILS

1. The Regional/Provincial Peace and Order Council (R/PPOC) shall be comprised of

a. DILG Regional Directorb. OPAPP Area Managec. PNP Regional/Provincial Directord. AFP Regional/Provincial Commanders and

e. NGA representative2. RPOC/PPOC shall:

2.1. serve as the coordinating body and project clearing house for the PAMANA Program at the regional and Provincial levels;

2.2. Coordinate with the Regional Development Council (RDC – Chaired by NEDA) 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 of each region and province;

2.3. Coordinate Regional /Provincial programs, activities and funding requirement for areas identified under the program.

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

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

2.6. Provide Support to OPPAP in monitoring implementation and evaluating and 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 the funds.

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

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

4. Implement projects by Administration or by Contract through competitive bidding, adhering to the provision of RA No. 9184 and its implementing Rules and Regulation as well as all applicable government rules and regulations;

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 regulation.

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 photos;

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

8. Return the unexpended balance of the released portion of the funds or the pertinent portion related to the cancelled component to the appropriate DA-RFOs or BFAR-ROs and

9. Install billboard on each of the PAMANA project sites to provide information including the title of the project, period of implementation, fund allocation, implementing agency and other relevant information. The design of the billboard must adhere to the PAMANA Guidelines on Community and Project Billboard

D. Program Monitoring, Validation and Reporting of ProjectsOPAPP shall act as the lead agency in monitoring the PAMANA Project in partnership with DA-RFOs/BFAR-ROs.D.1. DA-RFOs and BFAR-ROs to DA-Central Office

To ensure timely approval, release of funds, implementation and completion of projects under PAMANA Program DA/BFAR shall undertake the following:

Monthly monitoring of the projects supported by PAMANA Program Fund

Establish alert mechanism to ensure timely resolution of issues that may arise before and during project implementation

Submit monthly status report report to DA Field Operations Service (FOS) five days before the end of the month, utilizing DA prescribed monitoring template.

D.2. DA CO to OPAPP

2.1. 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 reports. The quarterly status report shall contain the following:

Project Description : includes information on the location of project sites as well as details on project type and specification and intended benefits of the project

Physical Accomplishment :information on the physical status of the project

Fund Utilization : information on budget allotment, obligation and utilization

List of Beneficiaries : list of communities, household and individuals (sex disaggregation) benefitted by the project

Issues, Concerns, Actions Taken and Recommendation: Information on factors that hinder or facilitate the implementation, actions taken to address the issues and concerns and recommendations to improve project implementation.

2.2. MONITORING AND VALIDATION: TEAM COMPOSITIONOPAPP – lead the quarterly monitoring and validation of PAMANA Projects in coordination with DA RFOs and BFAR ROs.

Validation team – undertake monitoring and validation of project implementation- Composed of technical personnel from OPAPP and DA

ROFs/BFAR ROs witha. 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 mechanisms for the validation process.2. actual conduct of monitoring and validation and 3. Preparation of validation reports.

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

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

Selection of Projects for Validation It shall be derived through random sampling methods

informed by other criteria such as distribution of projects across PAMANA Zones.

The number of projects to be sampled shall be based on the actual number of projects implemented by a specific agency.

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

RFOs/BFAR-ROs5. Interview with individual beneficiaries of the project6. Interview with project implementer from field and or

regional office

VT – shall conduct field visit to the sites of the projects that were included in the list for validation

Field Visits – to examine the veracity of the information included in the quarterly status report presented.

Focus of the validation processContent of Quarterly Report

Specific Points for Validation

Project Description Actual location of project site in relation to sites defined in the GAA

Specific project type and intended benefits of the project

Physical Accomplishment

Actual Physical status Adherence to technical plans and

specificationFund Utilization Budget allotment, actual amount

obligated and actual fund utilizedList of Beneficiaries List of communities, households and

individual (sex, age, ethnicity disaggregation) benefitted by the projects

Issues, Concerns, Actions taken and recommendation

Facilitating and hindering factors in the project implementation

Actions taken to address issues and concerns

Recommendations to improve implementation

Team also checks whether or not the funds used by the DA/BFAR for purpose other than those provided in the GAA

PREPARATION OF VALIDATION REPORT VT prepares validation report containing the results of the

validation process.

Include: information on the veracy of the content of the quarterly status report submitted by the implementing agency( location of project, physical accomplishment, fund utilization, list of beneficiaries and factors affecting the project implementation.

FEEDBACK PROCESS

VT shall provide the DA RFOs / BFAR ROs and DA-FOS, copy of the validation reports.

If there are errors or descripancies in the If the validation report shows error or descripancies

presented in the quarterly status report submitted by DA-FOS, the DA RFOs / BFAR ROs will be asked to rectify the error or provide an explanation for the discrepancies within 5 days from their receipt of the validation report.

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

VALIDATION BY OPAPP

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

PROGRAM SANCTIONS

DA REDs/ BFAR RDs upon consultation with Regional Peace and Order Council (RPOC) and/or OPAPP area authorized to

a. TERMINATE/CANCEL THE IMPLEMENTATION OF THE PROJECT

1. NON COMPLIANCE TO PRESCRIBED PROJECT PROCESSESS, STANDARDS AND REQUIREMENTS

2. CORRUPTION AND FRAUDALENT PRACTICES

3. WHEN SITUATION /CIRCUMSTANCES WOULD MAKE IT IMPOSSIBLE 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

If the project if partially or fully cancelled due to the fault of the partner agency, the same will be obliged to return the unexpended balance of the released portion of the funds or the pertinent portion related t the cancelled component, whichever applicable

B. SUSPEND / WITHOLD THE RELEASE OF FINAL TRANCHE IF ANY OF THE FOLLOWING OCCURS:

1. DURING THE CONDUCT OF REVIEW AND MONITORING IT WAS FOUND OUT THAT

A. PROCUREMENT IS INCONSISTENT WITH RA 9184 AND ITS IRR

B. designated implementing agency is performing unsatisfactorily in the implementation and execution of the project or in the even the substantial slippage in implementation is incurred a per report