Monthly Accomplishment Report - · PDF file19.12.2014 · Barangay Sub-Project Management Committee in the joint ... (leave, PERA, 13th month ... or the initial DTR/Accomplishment

mailto:[email protected]

Accomplishment Report for the Month of Nov. 29-Dec. 19, 2014 ⌠Dapa Team⌡ Dapa, Surigao del Norte Page 1 of 14

Narrative Accomplishment Report for December 2014

Field Accomplishments for November 29 – December 19, 2014

Based on the monthly work plan for field activities, the team has come up with the following accomplishments covering the period from November 29 – December 19, 2014:

The Community Empowerment Facilitator (CEF) team completely gathered the Barangay

Council Resolutions integrating the remaining unmet needs identified by the communities during the 1st community consultation and endorsed to Municipal Forum Resolution No. 1, series of 2014. The 29 barangays of Dapa have approved and adopted a resolution integrating the unmet needs to their Barangay Development Plans (BDP) and to the Municipal Development Plan (MDP) or municipal comprehensive development plan (MCDP).

The 29 barangay council resolutions were posted, submitted and shared via google drive

from November 27-29, 2014 to the RPMO and SRPMO for information as shown in the screen shot photo below.

Two major MDC resolutions were passed during the urgent special expanded Municipal

Development Council (MDC) called by Mayor Yulie Y. Ruaya in response to AC request for a meeting on December 1, 2014 held at the Mayor’s Conference Room. The following were the MDC resolutions passed:

MDC Resolution No. 15 -Resolution approving and endorsing the lead barangay with its Barangay Sub-Project Management Committee in the joint implementation of the drainage canal to poblacion Barangays 2, 3, 4, 5, 6, 7, 8, 9, 10, and 11 agreed to pool required resources needed in the sub-project implementation to be funded by Kalahi-CIDSS-National Community Driven Development Program (NCDDP) of Department of Social Welfare and Development (DSWD)

The screen shot of the updated google drive of team Dapa where all important activity reports and relevant documents like the scanned copy of 29 Barangay Council Resolutions adopting the integration of unmet needs to BDP and MDP are posted and shared to S/RMPO.


MDC Resolution No. 16 - Resolution approving and endorsing the changing of priority needs which are concreting of barangay road of Barangay 1 Poblacion and one (1) unit two (2) classroom for pre-school and elementary building of Barangay 12 Poblacion, Dapa, Surigao del Norte to be funded by Kalahi-CIDSS-National Community Driven Development Program (NCDDP) of Department of Social Welfare and Development (DSWD)

Twenty-two (22) Barangay Sub-Project Management Committee (BSPMC) community

accounts were opened at Landbank of the Philippines – Surigao City branch last December 10 and 11, 2014 with some 44 BSPMC Chairs and Barangay Treasurers with the following schedules of barangays in 2 batches:

Batch and Dates of

Processing

Barangays Account Name Account Number

Batch 1 December 10, 2014 (Wednesday)

1. Poblacion 1 DSWD KALAHI-CIDSS: NCDDP/ BRGY. POB. 1, DAPA, SDN

0982 1221 12

2. Poblacion 12 DSWD KALAHI-CIDSS: NCDDP/ BRGY. 12 POB., DAPA, SDN

0982 1220 90

3. Poblacion 13 DSWD KALAHI-CIDSS: NCDDP/ BRGY. POB. 13, DAPA, SDN

0982 1221 39

4. San Carlos DSWD KALAHI-CIDSS: NCDDP/ BRGY.

0982 1221 55

5. Montserrat DSWD KALAHI-CIDSS: NCDDP/ BRGY. MONTSERRAT, DAPA, SDN

0982 1221 47

6. Consolacion DSWD KALAHI-CIDSS: NCDDP/ BRGY. CONSOLACION, DAPA, SDN

0982 1221 04

7. Sta. Felomina DSWD KALAHI-CIDSS: NCDDP/ BRGY. STA. FELOMINA

0982 1220 82

8. Jubang DSWD KALAHI-CIDSS: NCDDP/ BRGY. JUBANG, DAPA, SDN

0982 1220 74

9. Bagakay, DSWD KALAHI-CIDSS: NCDDP/ BRGY. BAGAKAY, DAPA, SDN

0982 1221 63

10. Cabawa DSWD KALAHI-CIDSS: NCDDP/ BRGY. CABAWA, DAPA, SDN

0982 1221 71

11. Corregidor DSWD KALAHI-CIDSS: NCDDP/ BRGY. CORREGIDOR, DAPA, SDN

0982 1221 80

Batch 2 December 11, 2014 (Thursday)




15. Buenavista DSWD KALAHI-CIDSS: NCDDP/ BRGY. BUENAVISTA, DAPA, SDN

16. Cambas-ac DSWD KALAHI-CIDSS: NCDDP/ BRGY. CAMBAS-AC, DAPA, SDN

17. Sta. Fe DSWD KALAHI-CIDSS: NCDDP/ BRGY. STA. FE, DAPA, SDN

18. Union DSWD KALAHI-CIDSS: NCDDP/ BRGY. UNION, DAPA, SDN

19. San Miguel DSWD KALAHI-CIDSS: NCDDP/ BRGY. SAN MIGUEL, DAPA, SDN

20. Don Paulino DSWD KALAHI-CIDSS: NCDDP/ BRGY. DON PAULINO, DAPA, SDN

21. Osmeña DSWD KALAHI-CIDSS: NCDDP/ BRGY. OSMEÑ, DAPA, SDN

22. Dagohoy DSWD KALAHI-CIDSS: NCDDP/ BRGY. DAGOHOY, DAPA, SDN


The AC does not able to get the account number of the batch 2 barangays since the Landbank can only provide it after a day of processing; thus IMI1 form and copy of deposit slip will be gathered later.

Requisition of the new check book was also facilitated during the bank account opening.

However only the batch 1 barangays have official receipt while the batch 2 barangays are still on processing on that day.

Some Barangays Treasurers went also to the Bureau of the Treasury for the fidelity bond

renewal and processing the bond premium for Kalahi-CIDSS.

Nine (9) community sub-project proposals (SPPs) were reviewed during the Municipal

Inter-Agency Committee (MIAC) Technical Review on December 12, 2014 held at Dapa Women Center for Training and Development with the presence of Project Preparation Team (PPT), Barangay Representation Team (BRT), and BSPMC Chairs of eight (8) barangays.

The SRPMO who are

present during the MIAC Tech Review were SRPC Adelito

Mendoza, CPO Engr. Rexanne Mendoza, and FA Michael delo Santos. All members of the ACT and hired MCTs were present on the said activity.

A MIAC Technical Review

Resolution was also approved as one of the output of the activity signed by the Municipal Mayor, 3

SB members, and 7 other LGU heads and DepEd representatives. The following below are the barangays, sub-project, allocation, local counterpart

contribution, and total project cost that were presented during the MIAC Tech Review:

Barangay Name of Sub-Project Grant

Allocation

LCC (M/BLGU) Total Project

Cost Cash In-Kind

Bagakay Construction of 15 LN.M Wharf Extension with Solar Power Lighting Facilities

1,086,975.00 1,000.00 21,746.00 1,109,721.00

Consolacion Construction of One (1) Unit Day Care Center

860,689.00 1,000.00 20,311.00 882,000.00

Concreting of 225 LN.M Barangay Road

344,236.00 10,764.00 355,000.00

Jubang Construction of 75 LN.M Seawall

734,466.00 1,000.00 46,534.00 782,000.00

Montserrat Construction of 68 LN.M Seawall

694,814.00 1,000.00 48,061.00 743,875.00

Poblacion 1 Concreting of 160 LN.M Barangay Road

997,463.00 1,000.00 15,247.00 1,013,710.00

SRPMO Reviewer. SRPC Adelito Mendoza (left back-face in white shirt) with Engr. Rexanne Mendoza (right in yellow shirt) check the 9 full-blown SPP and Request for Fund Release (RFR) documents of the 8 barangays of Dapa, SDN on December 12, 2014.


Barangay Name of Sub-Project Grant

Allocation

LCC (M/BLGU) Total Project

Cost Cash In-Kind

Poblacion 12 Construction of 1 Unit 2 Classroom for Pre-school and Elementary School Building

1,491,364.00 1,000.00 57,636.00 1,550,000.00

Poblacion 13 Construction of One Unit Day Care Center with Outdoor Amenities

887,304.00 1,000.00 16,696.00 905,000.00

San Carlos Construction of 31 LN.M Wharf Extension

740,832.00 1,000.00 45,168.00 787,000.00

In response to our request for the non-ECA certification from the CENRO Dapa for the 23

sub-projects dated December 4, 2014, the latter requested the ACT to assist their office to conduct site inspections with the following actual date of site visits:

Barangay Date of Site Inspection

Jubang, Montserrat, Consolacion, San Carlos, Montserrat and Bagakay

December 9, 2014 (Tuesday) – actual

Cabawa, Corregidor, Sta. Felomina, San Miguel, Bagacay, Sta. Fe, Don Paulino, and Cambas-ac

December 10, 2014 (Wednesday) – actual

Buenavista, Union, Osmeña, Sta. Fe and Don Paulino December 11, 2014 (Thursday) – actual

Poblacion barangays Pob. 12, 13 and Clustered barangays (Cluster 1 - Brgys.2,3,6,7; Cluster 2 - Brgys. 4,5,9; Cluster 3 - Brgy. 8,10,11)

December 22, 2014

Said site inspections were assisted by the 10 Municipal Community Empowerment

Facilitators (MCEFs) led by MCEF site inspection team Sharon Diadula. The CENRO team are composed of CENR Officer Forester Iniego S. Collantes, PDA Zicon Ian D. Arciga and PDA Marcelito E. Espiel.

The team conducted and documented only one regular meetings on December 3, as the

15th ACT meeting. The main focused on the said ACT meeting are following agenda:

Presentation of plans /schedule for December

Opening of the BSPMC account

Submission of the DENR letter for non-ECA certification

MDC Resolution

Consolidation of the CMT

Arrangement of the 1st BA Activity Reports

Updates of the clustered barangays for drainage canal joint implementation

Other matters The team have not documented some colloquial conversation/meetings in preparation for

the MIAC Tech Review for the month of December since majority of the team were busy in preparing the requirements for MIAC. However, the team made some colloquial conversation for the preparation of the major activities.

On December 5 for example, the team gathered to update the output team for the MIAC

Tech Review and discussed schedule and arrangement for the CENRO site inspection to 29


barangays. The team agreed finally on December 8 meeting that the MCEFs will assist the CENRO Dapa on the field site inspection since the CEF are busy for the MIAC documents preparation. The team perform reflection session the night after the MIAC Tech Review on December 12, 2014. It was also presented on that night the latest updates of the RPMO.

The team participated the 2-day Program Review Workshop (PREW) at Almont Inland

Resort and Hotel, Butuan City. On the first day, the press conference revealing the regional accomplishment of the Kalahi-CIDSS and workshop for the areas of concern per position (AC/MMs, CEFs, MFA and TF/DAC).

The second day of the PREW (December 16, 2014 at the same place) was the whole day

presentation of the workshop output per cluster per position. In behalf of the ACs/MMs, our AC presented the highlight of the workshop outputs. The team also present during the KC staff night gathering after the workshop presentation.

The AC team attended the Regional General Assembly (RGA) on December 17, 2014

held at DSWD-Caraga Conference Hall. The following were presented during the meeting lead by the HRDU and Personnel Division chiefs:

1. Performance Management System 2. Personnel concern

Uniform for CY 2015

Guidelines on Personnel benefits (leave, PERA, 13th month, clothing, etc.)

DTR submission for next year indicating SO/TO number, request fro credit for day/time off

On AWOL (to issue Return of Work Order) 3. HRDU concern 4. Other issues and concern from staff

Every members of the team prepared and submitted the weekly accomplishment report (WAR) or the initial DTR/Accomplishment report form every Friday of the month. The team also prepare November Monthly Accomplishment Report.

Monthly accomplishment report (narrative /feedback report)

The CEFs submitted their December Monthly Narrative Accomplishment Report (MNAR) covering the period of November 18 – December 19, 2014. The hard copy of the report will be part of the Process Document for Submission to the RPMO as part of the year-end accomplishment report.

DTR/Accomplishment Report

The team’s DTR/Accomplishment Report for December 1-15 was submitted to RPMO December 16 during the PREW at Almont Inland.


Prepared Canvass for the printer and other office supplies

The MFA facilitated the preparation for the canvass for the purchase of printer and office supplies on December 1, 2014.

Special Site Visits to Barangay Don Paulino [December 6]

On December 6, the team led by Engr. Angelie Morgado went to Barangay Don Paulino to conduct another site inspection to another source of water supply since the owner of the old area of water source did not show willingness to provide deed of donation.

Problems, Issues, Needs Concerns, Suggestions (PINCS) Identified The team has encountered the following issues and concern (including the 2nd/Special BA) with action taken and recommendations for considerations for the period of November 29 – December 19, 2014:

Activities undertaken

Problems, Issues, Needs and Concerns

Facilitating Factors Actions Taken Suggestion/ Recommendations

2nd / Special Barangay Assemblies

Lack of supplies (bond paper and printer) for form generation

Resourcefulness of staff to get resources needed from the MLGU & BLGU

Ask favor to Punong Barangays to use their printer and bond paper. Utilized own money for the purchase of the necessary office supplies.

Request supplies to MLGU before the activities/ follow up the municipal counterpart. Ask for volume of office supplies from the regional office to avoid shortage.

During the election of new community volunteers (CVs) some of the Barangayanons were hesitant for election as CVs.

Presence of some committed 4Ps and beneficiaries BHWs elected as CVs. Active participation of BRT, PPT and some BLGU officials in nominating potential people to be CVs

Before the assembly, the CEFs met with the BLGU officials and BRT, PPT to scout potential CVs. Talked and encouraged community people to take responsibility, especially during the implementation of the project.

Provide trainings with the volunteers Continue the encouragement for the CV’s promotion as the living hero (Bayani)

Opening of BSPMC Account

Some BSPMC chairs and Barangay Treasurer have no or only 1 valid ID.

Most BSPMC have at least 2 valid IDs

CEFs encourage the Punong Baragnays to help the BSPMC Chairs who have no valid IDs to secure needed ID such as postal ID.

The SRPMO must inform ahead the ACT the needed valid IDs for Landbank processing.





Opening of BSPMC Account

Money-related requirements for the opening of bank accounts and for bond premium were not yet ready. Most BLGU have clamor where to find money for the initial deposit and travel expenses.

ABC president is very active in advising the Punong Barangays to come up with the needed counterpart for KC. Presence of the Municipal Accountant and Municipal Budget Officer who also advise the BLGU.

Always follow-up the barangay about the requirements and encourage them to push through the opening of accounts and find ways on how can they acquire the needed money for the opening as part of their counterpart. MFAs seek assistance with the Municipal Budget Officer and Municipal Accountant to advice BLGU on the needed money for the community account opening

Constant follow-up to the barangay. MFAs to clearly explain the BLGU about the needed counterpart.

MIAC Tech Review (Preparation)

Lack of office supplies and printers in printing the technical and other important MIAC tech documents (e.g. POW, proposal, etc.)

Resourcefulness of the DAC/Technical Facilitators and CEFs in printing the needed technical and relevant requirements.

The cost of printing was shouldered by the respective team members. Solicited ink from the LGU particularly MSWDO. Share with the team what is available and purchased our own some office supplies

Constant follow-up the LGU on their counterpart contribution Concerned ACT members should request supplies from the region in advance and on the other hand RPMO should immediately process the requisition.

Team must purchase own printer






Engineers experienced that there were additional instructions regarding community contribution that were quite troublesome when they are in a hurry and already printed the POWs that thought it was finalized already.

Cooperation of the MFAs and CEFs in assisting the DAC/TFs of the needed documents and data.

Complied what was required by the (S)RPMO and reprinted another set of initially reviewed POWs by the Cluster I Engineer.

The respective disciplines i.e. Social, Finance and Engineering should level off and decide unanimously for the instructions to be directed and relayed as one.

In the verge of MIAC Tech. preparation, there was an urgent call from the DSWD Regional Office for the Random assessment of IPCR and MOVs with 1 of our DAC

The ACT have another DAC/ Technical Facilitator who will help facilitated the team of the needed things for the MIAC Tech Major engineering plans and designs are available due to the supper active, committed& diligent DACs of their task.

Follow the Memo Order and left the area and visited the DSWD Regional Office particularly the HR Office.

RPMO should consider and synchronize their schedule to avoid conflict of time and activities as to urgency There should be a collective IPCR orientation for the staff to avoid differences and variability.

No deed of donation in Barangay 1 as part of the full-blown SPP requirements

There are committed private land owner who will donate the land Active Barangay Kagawad to facilitate the deed of donation

Follow-up the Barangay Officials for the facilitation of the deed of donation

Augment MCEFs from Barangay 1 to help facilitate the follow up of the deed of donation to the Barangay Officials. Ask MSWDO/MAC and Municipal Engineer to assist the facilitation of the BLGU on the said document.






Two typhoon passed the area, thus the CEFs cannot visit island barangay for signature and other concerns

Have good communication contact (via mobile phone) with the Punong Barangays and CVs

The CEFs finished all the needed documents before going to area while waiting for the right time and good weather condition.

Maintain good rapport and communication to the barangay stakeholders.

Inconsistence of titling of sub-project vis-à-vis the POWs and other technical requirements.

Willingness of the CEFs to provide the needed and corrected information.

Reprinted/edited new resolutions to change the title and other documents.

Engineers must consistent with their project title on technical documents to be consistence with the documents to save time and resources.

CEFs have no orientation on forms for full-blown SPP especially ESMP

Readiness of the CEFs to learn on how to fill in the different forms for the full-blown SPPs. Availability of other samples provided from other ACTs are of significant help to guide the team

The AC and DAC provide sample of the ESMP and help them edit per project type.

ACT must be oriented on all relevant forms for them to confidently know how to fill in the needed data.





MIAC Tech Review (Actual)

Lack of participation of the Municipal Heads as part of the committee to review project proposals due to conflict of schedules and due to Christmas activities/vacation/leave

Presence of Mayor Yulie Ruaya in the meeting who called available office representative on the meeting. Presence of the 3 SB member and the ABC president, MSWDO, Municipal Engineer, DepEd and representative from Municipal Agriculture during the meeting

Sent letters and invitation to every municipal department few days ahead of schedule and follow up their attendance and representation to the meeting a day before the activity SRPC Adelito Mendoza from RPMO group the committee into two groups instead of 4 groups to review final project proposal.

Ask support from the Municipal Mayor to make a mandatory letter (memo if possible) for every department heads or authorized representative to attend the meeting. Make strategy to build rapport to every municipal heads spending time to talk with them like conducting of birthday serenade, office visitation and other relevant activities. The MIAC Tech must not schedule on the middle of December due to observance of year-end activities of most government agencies. Conduct orientation to all MIAC Tech members. The Mayor should revisit the Executive Order for the MIAC formation and specify authorized alternated representative.





MIAC Tech Review (Actual)

The time setting during MIAC-Tech was delayed due to the delay of the MLGU heads and other MIAC Tech members’ attendance.

Willingness of the BSPMC, BRT, PPT with Punong Barangays of 8 barangay to wait until the program start and finish.

While waiting to the Municipal Mayor and Municipal Heads, the ACT members conducted energizers and other motivational activities to the participants to minimize boredom.

Set the activity before or on the 1st week of December. Make strategies to win the MIAC members’ participation on time (by always let the Mayor inform of the schedule and how important it will be to manage time; have contact with the MIAC members and authorized representatives).

Report Generation Lack of additional printer and computer for report making and production needed by ACT staff (10 CEFs, 2 DACs, and 2 MFAs)

Availability of 1 unit desktop computer and 1 unit printer with scanner. Other ACT staff have laptop useful in preparing their individual reports

Ask MSWDO and Mayor Yulie to borrow printer for the meantime Utilize the 1 existing unit of desktop computer and 1 unit 3-in-1 printer with scanner. Print needed forms to MSWDO if the office printer is available.

Request the MLGU additional computer units as local counterpart contribution based on the work and financial plan to cater other ACT staff who have no computer in the report generation.

Lack of needed supplies such as printer ink and bond papers

Resourcefulness of the staff to generate needed resources from barangay and even using their own money just to produce the report.

Xerox other needed forms to the Xerox center and purchase bond papers using personal money. Bought printer ink using personal money.

Request again the MLGU to provide their committed counterpart contribution for the needed supplies in report generation.





Program Review Workshop (PREW)

The engineering was questioned as to accuracy and exactness of the estimated project cost to avoid savings according to DRPM Villamor.

Engineers are unified of their decision and planning when it comes to their assigned task.

It was explained jointly by the engineers why and how this happened during the PREW

The RPMO management should level off with the project engineers of the different issues and relevant concern that affects other program discipline (i.e. social, finance and engineering) in preparing and accomplishing needed requirements, otherwise the same thing (issues/concern) will happen and can’t be resolved.

The actual workshop was not facilitated well due to crowded venue/ big group of participants and since the participants were busy doing other ACT office works.

Willingness of the ACT to participate in the workshop.

Groupings of the participants as to work position/ discipline during the workshop and assigned people to lead the activity.

A house and workshop rules must be impose strictly. A template of the workshop must be fill-up ahead of time/before the workshop to facilitated good understanding on relevant PINCS and quality workshop output.





Others Due to year-end allocation, some barangays don’t have enough budget/fund source to facilitate needed documents (e.g. fees for notarial, clearance, permits)

Availability of Public Attorney’s Office (PAO) for the free notarial services in Dapa and Surigao City Willingness and resourcefulness of the ACT and MCT to assist the CENRO in the conduct of site inspection

CEF’s and other concern persons from the team provided funding source needed for the activity and documentation

Informed the Punong Barangays ahead of time for the necessary expenses of barangay as their counterpart. Ask logistical support to the MLGU (e.g. transportation banca for the site inspection)

The Punong Barangay of Poblacion 1 does not cooperate in the signing of the deed of donation

Presence of the active CVs and Barangay Kagawad to influence her to sign the document

The team conducted a meeting with the BLGU officials with her presence and talk/explained to them the process of KC-NCDDP The SRPC personally talk to her on December 12 prior to the MIAC Tech

Constant communication in black & white document is needed to facilitate support of the BLGU. Presence of the SRPMO in dealing critical issues is very vital.

Prepared by: Reviewed by: Approved by:

JOHNY S. NATAD ADELITO T. MENDOZA MITA G. LIM Area Coordinator SRPC ARD/Program Manager

KC-NCDDP-Dapa, SDN KC-NCDDP-Caraga KC-NCDDP-Caraga

Documents

Monthly Accomplishment Report - · PDF file19.12.2014 · Barangay Sub-Project Management Committee in the joint ... (leave, PERA, 13th month ... or the initial DTR/Accomplishment