August 17, 2015

Memorandum Circular No. 2015-____
Series of 2015

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;

6.1.3.1. Responsibilities of the FormsGen System Administrator

The FormsGen System Administrator shall:

a) Handle concerns of the authorized users relative to the use of the system;

b) Approve applications for a FormsGen Citizen Account;

c) Deactivate and archive accounts of authorized FormsGen users who have resigned, retired, separated, or have been suspended from the service; and

d) Perform overall monitoring of the use of the FormsGen.

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 Form Creators; and

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

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. Duplicating an Existing eForm

9.1. An Agency Form Creator shall be allowed to duplicate an existing eForm created by another authorized user within the agency.

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

SECTION 10. Ownership of eForms and Responses 

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

10.2. Permission Settings

10.2.1. A created eForm may be set as “public,” to show it to the general public, or as “private,” to limit the viewer of the eForm only to authorized users within the agency.

10.2.2. Viewers of a “private” form may be required by the Agency Form Creator to log-in prior to filling-up the eForm. In this case, viewers shall need to have their FormsGen Citizen Accounts.

10.2.3. Viewers who wish to obtain a FormsGen Citizen Account to be able to view a “private” eForm shall need to sign-up for the said account by filling-up the required application form and submit it through the system.

10.2.4. The application shall be approved by the ICT Office’s FormsGen System Administrator.

10.3. Responses

10.3.1. The Agency Form Creator may permit other authorized users within an agency to view the responses of the eForm he / she created.

10.3.2. Responses shall not be allowed to be shared to other authorized users outside of the agency.

10.3.3. Responses shall be housed within the ICT Office’s Government Cloud (GovCloud) wherein best practices and principles in security as well as routine back up of the FormsGen and related data are regularly applied and conducted.

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. Retiring and Reactivating eForms

12.1. A published eForm may be retired by the Agency Form Creator.

12.2. Retired eForms shall still be visible on the Agency Form Creator’s dashboard.

12.3. The Agency Form Creator shall be allowed to reactivate an already retired eForm.

SECTION 13. 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 14. 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 15. 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
Deputy Executive Director for E-Government

 

Approved By:

 

LOUIS NAPOLEON C. CASAMBRE
Executive Director

Annex A: Process Flow in Availing the FormsGen

Annex A_FormsGen

Annex B. eForms Life Cycle

The different stages of eForms are the following: 1) Draft; 2) Active; and 3) Retired.

Annex B_FormsGen
Annex C: Sample eForm

Below is a sample eForm created through the FormsGen:

Annex C_FormsGen

DOWNLOAD the draft Memorandum Circular for FormsGen.