Administrative Order No. ____

Series of 2016

Creation of Steering Committee for the Government Common Platform and Steering Committee for Collaborative Groups

WHEREAS, Section 24, Article II of the 1987 Constitution states that, “The State shall recognize the vital role of communication and information in nation-building;”

WHEREAS, Section 2(b) of Executive Order (E.O.) No. 47, issued on June 23, 2011, mandates the Information and Communications Technology Office (ICT Office) 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.

WHEREAS, the government recognizes the need to use ICT to effectively improve services by developing policies and frameworks that shall enhance the operational efficiency, promote interoperability of government agencies, implement unified ICT-enabled business processes designed to work seamlessly across public sector institutions, and establish information infrastructure that will allow the exchange, collaboration and sharing of data through the use of Government Common Platfrom (GCP).

WHEREAS, the GCP shall serve as cloud-based technology to government agencies for the data repository. The GCP enables data sharing and exchange for the “whole of government”.

WHEREAS, the need to create Steering Committee who shall be working on the GCP is likewise recognized. Such Steering Committee, who will form different colloborative groups, shall be composed of representatives from the government agencies.

Section 1: Purpose

This Administrative Order No. — (AO ) establishes the Government Common Platfrom (GCP) Steering Committee as the policy-level interagency group responsible for overseeing GCP related activities and implementation of the operational efficiency and interoperability of government agencies. The Steering Committee’s central focus is to provide the leadership for the coordination of activities between, among, and within agencies by establishing policy and providing guidance and direction to the member agencies in line with the GCP purpose.

In addition, this AO shall also establish Steering Committee for Collaborative Groups as the operational interagency group. The responsibility of the Steering Committee for Collaborative Groups is to facilitate the GCP system in pursuant to its mandate as common platform to government as a whole. The central focus of the Steering Committee for Collaborative Group is to identify and classify data stored in GCP according to the use and need of government agencies.

Section 2: Authority

Th GCP Steering Committee and Steering Committee for Collaborative Groups are created pursuant to the authority granted to the —-

Section 3: Organizational Structure of the GCP (See Annex 1)

3.1 The GCP Steering Committee shall be composed of the following:

      1. Chairman- The Chairman shall be the Executive Director of the ICT Office, as the lead implementing agency.

      2. Members- The Committeee Members shall be composed of Undersecretaries from collaborating government agencies.

3.2 Technical Working Group (TWG) will consist of technical representatives from the lead implementing agency and collaborating government agencies. The TWG shall form two subcommittees, namely:

a) Process and Policy Commitee

b) Change Management Committee

3.3 Project Management Office – shall consist of a representative from the TWG subcommittee, senior project manager, and project leads representing each managed component of the project. By default, the iGovPhil Program Manager and project leads are ex officio members of the Project Management Office.

3.4 Collaborative Groups of the GCPThe collaborative groups are composed of tactical managers from different government agencies. The tactical managers shall be responsible in gathering and compiling data from their respective agencies. Hence, the government agencies are all contributors and consumers of data. The data shall be processed and categorized according to the use, value and context of collaborative groups (see Annex 2). To facilitate the data process in GCP, the Collaborative Groups shall have their own Steering Committee.

Section 4: GCP Steering Committee

4.1 Roles and Responsibilities

The Steering Committee is responsible for policy-level oversight of GCP programs and interagency coordination and providing direction for the implementation of the GCP system, in accordance with existing law, statute, and policy.

The Steering Committee’s Chairman is the Executive Director if the ICT Office. The Chairman may select designees to serve on his/her behalf. All agencies store and share data through GCP are required to be members of the GCP Steering Committee. Steering Committee members shall be policy-level, senior executive officials or undersectretaries responsible for carrying out their agencies’ responsibilities on data while developing interoperability.

The responsibilities of the Steering Committee members include:

  • Ensure the the GCP strategy and plan are aligned to the national development of iGov and ICT development plan

  • Identify and consider statuory requirements in data processing, sharing and storing in GCP

  • Overseeing coordination of the member agency’s acquisition management, development, maintenance, documentation, and dissemination of individual data

  • Attending all GCP Steering Committee meetings (or sending a designated alternate)

  • Develop and implement GCP frameworks, guidelines, standards and policies

  • Promoting agency compliance with GCP policies, standards and requirements

  • Promoting the allocation of agency resources to fulfill the responsibilities of effective data collection, storage and sharing

  • Appointing an agency representative to serve as Steering Committee for Collaborative Group of the GCP

  • Appointing representatives to lead or serve on GCP subcommittees and/or working groups, if needed

  • Promoting the benefits of coordinating and partnering among government agencies in the development of the GCP within the larger agency

  • Partnering with the agency Chief Information Officer to ensure the agency leverages its data process investments to benefit agency-wide processes

  • Oversee the implementation, operation and administration of the GCP among government agencies

  • Liaises with other key stakeholders and conduct periodical reviews, assessments and evaluations of the GCP, as maybe required;

4.2 Membership in GCP Steering Committee

Steering Committee membership is designed to facilitate coordination among government agencies that process, share and store data in GCP while directly or indirectly fulfill their missions. All agencies listed in Appendix (?) are required to be members of the Steering Committee. The current member agencies are: (see List, )

Department of

Department of

Department of

Department of

Departments or agencies that are not members of the GCP Steering Committee but have significant activities in individual data collection or use may request membership in writing to the Chair of the GCP Steering Committee. Upon acceptance, they assume the same responsibilities and privileges as other members of the GCP Steering Committee.

Section 5: Steering Committee for Collaborative Groups

5.1 Roles and Responsibilities

The Steering Committee for Collaborative Groups (See Annex 2) shall organize and manage the agency’s data from more that 300 agencies of government into the fold of the GCP network for structures and the interoperability needs among its members.

The responsibilities Steering Committee for Collaborative Groups include:

  • Coordinating the member agency’s acquisition management, development, maintenance, documentation, sharing and storage of data in GCP

  • Facilitating collection and compilation of data for GCP systems

  • Partcipating in the devlopment and evaluation of data definitions and standards used by the system and make reccomendations for their inclusion in respective collaborative groups

  • Recommending any changes in the definition of specific data to more accurately describe its scope or category in collaborative groups

  • Observe statutory requirements in collecting, sharing and storing of data in GCP

  • Promoting compliance of the collaborative group activities with GCP implemented and/or adopted standards, policies, protocols and frameworks

  • Serving as the agency point of contact for data calls for official reports

  • Providing support to the senior policy official representing the agency on the GCP Steering Committee

5.2 Membership

A government agency representative or tactical managers of government agency shall be appointed as Steering Committee member for Collaborative Groups. CCurrently, the Collaborative Groups are established according to the data handled by government agencies. (See Annex 2)

Departments or agencies that are not yet members of the GCP but have significant data collection or use may request membership in writing to the Chair of the GCP Steering Committee. Upon acceptance, they will have the same responsibilities and privileges as other members of the Steering Commitee for Collaborative Groups.

Section 7: Funding

All expenses that will be incurred will be recommended or funded by the ICT Office subject to existing accounting and auditing rules and regulations.

Section 8. Implementing Rules and Regulations (IRR)

The ICT Office shall come up with the necessary rules and regulations that will serve as basis in the use of the GCP of the government agencies within ninety (90) days from the effectivity of this Memorandum Circular.

Section 9. Repealing Clause

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

Section 10. 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 11. Directive to the ICT Office Records Office

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

Section 12. Effectivity

This Memorandum Circular shall take effect immediately after its publication.

Recommending Approval:

DENIS F. VILLORENTE

Deputy Executive Director for eGovernment

Approved By:

USEC. LOUIS NAPOLEON C. CASAMBRE

Executive Director

Download the AO on the Creation of the Collaborative Group Steering Committee here