March 18, 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 GOVERNMENT PROJECT MANAGEMENT INFORMATION SYSTEM (PMGOV) OF THE DEPARTMENT OF SCIENCE AND TECHNOLOGY-INFORMATION AND COMMUNICATIONS TECHNOLOGY OFFICE (DOST-ICT OFFICE) FOR USE BY GOVERNMENT AGENCIES

SECTION 1. Background

Executive Order (E.O.) No. 47 was issued on June 23, 2011 reorganizing, renaming, and transferring the Commission on Information and Communications Technology to the Information and Communications Technology Office (ICT Office) under the policy, technical, and administrative supervision of the Department of Science and Technology.

Section 2(b) of E.O. No. 47 mandates the ICT Office to provide an 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 PMGov

In compliance with E.O. No. 47, the ICT Office hereby adopts the PMGov as a cloud-based project management application for use by government agencies.

SECTION 3. Purposes

The purposes of this Memorandum Circular are as follows:

3.1. To prescribe policies regarding the proper use of the PMGov;

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

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

SECTION 4. Coverage

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

4.2. The PMGov 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. Cloud – refers to a network of remote servers hosted on the Internet and used to store, manage, and process data in place of local servers or personal computers.

5.4. Downtime – refers to a time during which an application is unavailable for use.

5.5. Instance – refers to the occurrence of a realized object, in this case, a server.

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

5.7. PMGov – refers to a cloud-based project management application that allows users to collaborate and work with each other: from initiation to planning and design, execution, monitoring, and evaluation, to closing.

With PMGov, agencies can monitor all involved personnel, groups, and partner institutions and can get full control of their projects and manage their people and resources efficiently and effectively. The activities, dependencies, and deliverables are easily viewed through the PMGov, giving stakeholders a clear picture of the status of a project.

Among the key features of the PMGov are: 1) Support multiple projects and user roles; 2) Flexible role-based access control; 3) Flexible task tracking system; 4) Gantt Chart and calendar; 5) Time-tracking functionality; 6) Document and file management; 7) Wikis and forums; and 8) Contact management.

5.8. 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 PMGov;

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

6.1.3. Maintain the operations of the PMGov 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 PMGov;

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 PMGov;

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

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

6.1.8. Investigate the reported issues from the agencies and provide them the necessary support through the ICT Office’s PMGov Administrator;

6.1.9. Monitor legal agreements related to the provisioning of the PMGov; and

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

6.2. Responsibilities of the Agencies Availing of the PMGov

Government agencies availing of the PMGov shall:

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

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

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

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

6.2.4.1. Responsibilities of the Agency PMGov System Administrator

The agency PMGov system administrator shall:

a) Create all PMGov user accounts;

b) Identify and assign project manager accounts among the enrolled agency users;

c) Perform overall monitoring of the use of the PMGov in the agency;

d) Elevate other support cases to the ICT Office’s PMGov support team; and

e) Deactivate and archive accounts of authorized PMGov users in occasions specified in Section 6.2.6.

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

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

SECTION 7. Procedures to Avail of the PMGov

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

SECTION 8. System Access

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

SECTION 9. 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 10. 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 11. 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 12. 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

DOWNLOAD a copy of the MC for PMGov.