October 2, 2014

Memorandum Circular No. 2014-____
Series of 2014

FOR : ALL HEADS OF THE NATIONAL GOVERNMENT DEPARTMENTS / AGENCIES / BUREAUS, GOVERNMENT-OWNED AND -CONTROLLED CORPORATIONS; GOVERNMENT FINANCIAL INSTITUTIONS; STATE UNIVERSITIES AND COLLEGES; LOCAL GOVERNMENT UNITS; CONSTITUTIONAL BODIES, HOUSE OF REPRESENTATIVES, THE SENATE AND THE JUDICIARY

SUBJECT : ADOPTION OF THE FORMS GENERATOR (FORMSGEN) SYSTEM SERVICE OF THE DEPARTMENT OF SCIENCE AND TECHNOLOGY-INFORMATION AND COMMUNICATIONS TECHNOLOGY OFFICE (DOST-ICT OFFICE) FOR USE BY GOVERNMENT AGENCIES

SECTION 1. Background

The ICT Office, through Section 2(b) of Executive Order No. 47, s. 2011 dated June 23, 2011, is mandated to ensure the provision of efficient and effective information and communications technology infrastructure, information systems, and resources to support efficient, effective, transparent, and accountable governance and, in particular, support the speedy and efficient enforcement of rules and delivery of accessible public services to the people.

SECTION 2. Adoption of the FormsGen

In the exercise of its mandate, the ICT Office hereby adopts the FormsGen as an ICT tool for use by government agencies to create forms online.

SECTION 3. Purposes

The purposes of this Memorandum Circular are as follows:

3.1. To prescribe policies regarding the use of the FormsGen;

3.2. To provide government agencies the procedures for the adoption of the FormsGen; and

3.3. To specify major stakeholders of the FormsGen and define their responsibilities.

SECTION 4. Coverage

4.1. The provisions of this Memorandum Circular shall apply to authorized agency users of the FormsGen and all activities relating to the use of the application.

4.2. The FormsGen shall be advocated among the following:

4.2.1. National Government Agencies, including instrumentalities under their control;

4.2.2. Government Financial Institutions (GFIs);

4.2.3. Government-Owned and / or -Controlled Corporations (GOCCs);

4.2.4. Inter-agency collaborations, programs, and projects;

4.2.5. Constitutional bodies;

4.2.6. The Legislative;

4.2.7. The Judiciary;

4.2.8. State Universities and Colleges (SUCs); and

4.2.9. Local Government Units (LGUs) and other instrumentalities under the LGUs’ control.

SECTION 5. Definition of Terms

5.1. Agency – refers to any of the various units of government, including an office, instrumentality, or government-owned and -controlled corporation (GOCC) that may not approximate the size of a department, but which nevertheless performs tasks that are equally important and whose area of concern is nationwide in scope.

5.2. Application – refers to a program or piece of software designed and written to fulfill a particular purpose of the user.

5.3. Electronic Form / eForm – a computer program version of a paper form.

5.4. Forms Generator / FormsGen – refers to a cloud-based application that will allow the creation, publishing, and submission of government forms online. It has two main functions: 1) forms designer; and 2) forms renderer.

5.5. Instrumentality – refers to an agency under the administrative or technical supervision of national government agencies.

5.6. User – refers to a person who uses an application.

SECTION 6. Roles and Responsibilities

6.1. Responsibilities of the ICT Office

The ICT Office shall:

6.1.1. Develop the FormsGen;

6.1.2. Provide a FormsGen instance for each agency that will be adopting the service;

6.1.3. Maintain the operations of the FormsGen twenty-four (24) hours a day, seven (7) days a week and provide maintenance and technical support;

6.1.4. Provide capability building assistance to agencies that avail of the FormsGen;

6.1.5. Develop and issue guidelines and produce necessary resources, such as user guides, e-Learning modules, and rollout plans to effectively implement the FormsGen;

6.1.6. Define requirements for government agencies availing of the FormsGen;

6.1.7. Conduct routine back up of the FormsGen and related data;

6.1.8. Monitor legal agreements related to the provisioning of the FormsGen; and

6.1.9. Regularly apply the best practices and principles in security.

6.2. Responsibilities of the Agencies Availing of the FormsGen

Government agencies availing of the FormsGen shall:

6.2.1. Complete and submit required documents set by the ICT Office;

6.2.2. Ensure that their employees are trained in the use of the FormsGen;

6.2.3. Ensure that the FormsGen is used by their employees;

6.2.4. Create eForms, subject to prevailing policies, rules, and regulations of the government, through their Agency Forms Creators;

6.2.5. Handle first level support for the employees’ concerns, which are related to the use of the system, through their system administrators;

6.2.5.1. Responsibilities of the Agency FormsGen System Administrator

The Agency FormsGen System Administrator shall:

a) Handle first level support for the concerns of the authorized agency users relative to the use of the system;

b) Perform overall monitoring of the use of the FormsGen in the agency; and

c) Elevate other support cases to the ICT Office’s FormsGen support team.

6.2.6. Implement all guidelines, policies, and procedures issued by the ICT Office relative to the use, operation, and maintenance of the FormsGen.

6.2.7. Deactivate and archive accounts of authorized FormsGen users who have resigned, retired, separated, or have been suspended from the service, through their system administrators.

SECTION 7. Procedures to Avail of the FormsGen

Government agencies shall follow the steps described in Annex A (Process Flow in Availing the FormsGen) to avail of the service.

SECTION 8. System Access

The FormsGen may be accessed through any device that is connected to the Internet, using any browser.

SECTION 9. Copying an Existing eForm

9.1. A government agency shall be allowed to copy an existing eForm of another agency, provided that: 1) The eForm is made public; and 2) The authorized agency user is given permission to view and edit an existing eForm.

9.2. The form response for the newly created eForm shall be stored in a separate response database.

SECTION 10. Ownership of eForms

The authorized agency user owns the eForms he / she created or copied using the provided FormsGen account. He / She can control how these eForms are shared through the account’s permission settings.

SECTION 11. eForms Life Cycle

The eForms created through the FormsGen pass through a life cycle. This eForm life cycle is described in Annex B (eForms Life Cycle) of this Memorandum Circular.

SECTION 12. Directive to the ICT Office Records Officer

The ICT Office record officer is hereby ordered to furnish three (3) certified true copies of this Memorandum Circular to the University of the Philippines Law Center.

SECTION 13. Repealing Clause

All issuances, orders, rules, and regulations or parts thereof which are inconsistent with the provisions of this Memorandum Circular are hereby repealed, amended, or modified accordingly.

SECTION 14. Separability Clause

Should any provision of this Memorandum Circular be declared invalid or unconstitutional, the other provisions not affected thereby shall remain valid and subsisting.

SECTION 15. Effectivity

This Memorandum Circular shall take effect immediately.

Recommending Approval:
DENIS F. VILLORENTE
OIC, Deputy Executive Director for E-Government

 

Approved By:
LOUIS NAPOLEON C. CASAMBRE
Executive Director

 

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