University of the Philippines

Office of the Vice President for Development
OPERATIONS PRIMER

0

Table of Contents
Organizational Chart
Creation of the Office
OVPD
ODPI
ITDC
OVPD Operations
OVPD Information Systems
Document Management System
Data Collection and Reporting System
Public Bidding Database
Database of Contracts/Agreements Facilitated by OVPD
Contacts Database
Land Holdings, Titles, and Certification
ODPI Operations
ITDC Operations

2
3
4
5
7
12
18
25
31
36
39
45
52

1

Organizational Chart

2

Creation of the Office: OVPD
On 26 August 1999, at its 1134th meeting, the Board of Regents revised the Office of the
Vice President for Development's core functions to reflect the following:

Develop and implement programs for expanding
the financial endowment of the University
through donations and grants
Identify, initiate, and implement incomegenerating activities for the University
Coordinate with autonomous universities in
pursuit of opportunities for resource generation
Perform all other functions or projects as may
be assigned by the President

3

Creation of the Office: ODPI
On 18 December 2009, at its 1252nd meeting, the Board of Regents formally established
the Office of Design and Planning Initiatives with the following core functions:
Review the Land Use Plans of the University System and its CUs at least once every 10 years to ensure that such plans
remain relevant and in consonance with current conditions and realities
Formulate master development plans for UP System properties and the different CUs where required to serve as
guides in the continuing physical development of the University and its different CUs
Define the distinctive UP character that will be integrated into buildings and landscapes to be designed and
constructed within University premises
Design for the present and projected utility requirements of the University, ensure the efficient use of facilities,
and move towards the realization of greener sources of energy (in consultation with the College of Engineering)
Assist the different CUs in planning for housing facilities for faculty, staff, and students working towards the
reasonable satisfaction of such housing requirements
Assist in the formulation of physical plans for the more effective utilization of the University's real estate assets so as to
generate maximum revenue from such land resources

4

Creation of the Office: ITDC
On 29 March 2012, at its 1279th meeting, the Board of Regents redefined Information Technology Training Center's
mandate and renamed it as Information Technology Development Center. The following are its core functions:
Design, develop, and implement an integrated University-wise ICT system

Formulate strategies, plans, and policies for the development, acquisition, deployment, and use of all
components of the University Information System and intercampus network and communications
infrastructure and resources

Provide and manage network interconnection among the CUs systemwide; set up, maintain, update, and
upgrade as necessary all shared ICT and online services

Coordinate the System-wide ICT initiatives through the various CU computer centers

Facilitate and manage interaction and communication among students, faculty, and staff by email, telephony,
and appropriate technologies (in addition to face-to-face mode)

Provide reasonable accommodations in assistive technologies to constituents with disabilities and special
needs

5

Creation of the Office: ITDC
On 29 March 2012, at its 1279th meeting, the Board of Regents redefined Information Technology Training Center's
mandate and renamed it as Information Technology Development Center. The following are its core functions:
Implement a sustainable plan for replacement, maintenance, and upgrade of existing shared infrastructure

Facilitate the adoption, utilization, and integration of appropriate information technologies into academic
practices and activities

Provide instruction and technical assistance to students, faculty, and staff as required in order to maximize
use of available technologies

Offer IT training, consulting, content and software development and other IT services to external University
stakeholders

Conduct advocacy campaigns to promote the development of ICT in the Philippines

Provide advice and opinion to the Philippine government and its instrumentalities on ICT matters

6

OVPD Operations
ü Develop and implement programs for expanding the financial endowment of the
University through donations and grants
ü Identify, initiate, and implement income-generating activities for the University
GovernmenttoGovernment
Projects

Contract
of Lease

Memorandum
of Agreement

Deed of
Conveyance

Memorandum of
Understanding

Deed of
Donation

7

OVPD Operations
• Memoranda of Understanding; Memoranda of Agreement; Contracts of Lease
• Deeds of Donation; Deeds of Conveyance

Discussions

Legal
Clearance

For Information
of the BOR

Signatories

• Involved Parties/Agencies
• Draft MOU, MOA, Contract of Lease, Deed of Donation, or Deed
of Conveyance

• Office of the Vice President for Legal Affairs
• CU Legal Office

• Office of the Secretary of the University

• President
• Chancellor (delegated authority)
• Other Parties

8

OVPD Operations
ü Coordinate with autonomous universities in pursuit of opportunities for resource
generation
UP Baguio
Office of the Vice Chancellor for
Administration

UP Cebu
Office of the Dean
Office of the Campus Architect

UP Diliman
Office of the Acting Vice Chancellor
for Planning and
Development/Business Concession
Office
Office of the Campus Architect

UP Los Baños
Office of the Vice Chancellor for
Planning and Development

UP Manila
Vice Chancellor for Planning and
Development

UP Mindanao
Campus Planning and Development
Office

UP Open University
Office of the Vice Chancellor for
Finance and Administration

UP Visayas
Office of the Vice Chancellor for
Planning and Development

UP
System
Office of
Design
and
Planning
Initiatives

9

OVPD Operations
ü Perform all other functions or projects as may be assigned by the President

Office of Design and
Planning Initiatives
Information
Technology
Development Center
Office of the
President

Office of the Vice
President for
Development

Constituent
Universities

Government
Agencies

Industry Partners

10

OVPD Operations
ü Perform all other functions or projects as may be assigned by the President

Requirements Gathering
• Consultations
• Discussions

Planning and Design
• Architectural and Engineering Design
• Terms of Reference

Execution
• Progress Monitoring

11

OVPD Information Systems
• OVPD Document Management System

Log-in Page
ü Accessed online
at http://dms.upovpd.ph/

12

OVPD Information Systems
• OVPD Document Management System
ü View all active documents received and released
Home Page

13

OVPD Information Systems
• OVPD Document Management System
ü View all archived documents received and released
Archives Page

14

OVPD Information Systems
• OVPD Document Management System
ü Export all active documents into an Excel file
Excel file Output

15

OVPD Information Systems
• OVPD Document Management System
ü Add a new document

16

OVPD Information Systems
• OVPD Document Management System
ü Edit an existing document

17

OVPD Information Systems
• OVPD Data Collection and Reporting System

Log-in Page
ü Accessed online
at
http://dcares.upovpd.ph/

18

OVPD Information Systems
• OVPD Data Collection and Reporting System
ü Browse through projects across the CUs
Home Page

19

OVPD Information Systems
• OVPD Data Collection and Reporting System
ü Browse through the projects of a specific CU
CU Projects Page

20

OVPD Information Systems
• OVPD Data Collection and Reporting System
ü Add new projects (components and phases)

21

OVPD Information Systems
• OVPD Data Collection and Reporting System
ü Update existing projects (components and phases)

22

OVPD Information Systems
• OVPD Data Collection and Reporting System
ü Generate reports and export them as Excel files

23

OVPD Information Systems
• OVPD Data Collection and Reporting System
ü Analyze project data

24

OVPD Information Systems
• OVPD Public Bidding Database

Log-in Page
ü Accessed online
at
http://bidding.up
-ovpd.ph/

25

OVPD Information Systems
• OVPD Public Bidding Database
ü View all active entries

26

OVPD Information Systems
• OVPD Public Bidding Database
ü View archived entries

27

OVPD Information Systems
• OVPD Public Bidding Database
ü Add entries in the database

28

OVPD Information Systems
• OVPD Public Bidding Database
ü View procurement details per entry

29

OVPD Information Systems
• OVPD Public Bidding Database
ü Take a glance at upcoming events
Calendar View

30

OVPD Information Systems
• Database of Contracts/Agreements Facilitated by OVPD

Log-in Page
ü Accessed online
at
http://contracts.
up-ovpd.ph/

31

OVPD Information Systems
• Database of Contracts/Agreements Facilitated by OVPD
ü View all active contracts/agreements

32

OVPD Information Systems
• Database of Contracts/Agreements Facilitated by OVPD
ü View contract/agreement details

33

OVPD Information Systems
• Database of Contracts/Agreements Facilitated by OVPD
ü Edit contract/agreement details

34

OVPD Information Systems
• Database of Contracts/Agreements Facilitated by OVPD
ü Add new contracts/agreements

35

OVPD Information Systems
• OVPD Contacts Database

ü Accessed online
at
http://contacts.u
p-ovpd.ph/

36

OVPD Information Systems
• OVPD Contacts Database
ü Search for specific contacts

37

OVPD Information Systems
• OVPD Contacts Database
ü Add new contacts

38

OVPD Information Systems
• OVPD Land Holdings, Titling, and Certification Database

Log-in Page
ü Accessed online
at
http://titling.upovpd.ph/

39

OVPD Information Systems
• OVPD Land Holdings, Titling, and Certification Database
ü Browse through identified titles across all CUs

OVPD Land Holdings, Titling, and Certification
Database

40

OVPD Information Systems
• OVPD Land Holdings, Titling, and Certification Database
ü Browse through identified titles of a CU

41

OVPD Information Systems
• OVPD Land Holdings, Titling, and Certification Database
ü View title details

42

OVPD Information Systems
• OVPD Land Holdings, Titling, and Certification Database
ü Update title details

43

OVPD Information Systems
• OVPD Land Holdings, Titling, and Certification Database
ü Add new title

44

ODPI Operations
ü Review the Land Use Plans of the University System and its CUs at lease once every 10 years to
ensure that such plans remain relevant and in consonance with current conditions and realities

Technical Workshops

Coordination Meetings

45

ODPI Operations
ü Formulate master development plans for UP System properties and the different CUs where required
to serve as guides in the continuing physical development of the University and its different CUs
ü Define the distinctive UP character that will be integrated into buildings and landscapes to be
designed and constructed within University premises

UNIVERSITY OF THE PHILIPPINES
DEVELOPMENT PRINCIPLES AND DESIGN GUIDELINES

ü Accessed
online at
https://goo.gl
/MYoamb

MASTER DEVELOPMENT PLAN
Page 29 of 79

!

Academic and academic support buildings shall be designed with a larger exterior surface
area for more exposure to daylight. Whenever possible single-loaded corridors shall have
preference over double-loaded corridors.

!

Especially for multistory structures, atria or light wells shall be introduced to the building design
to bring large quantities of sunlight into building interiors. The ratio of height to width of light
wells shall not be greater than 2:1; otherwise, reflectors or diffusers shall be suspended within
the atrium space to bounce light sideways and therefore deeper into adjacent internal spaces.

Sidewall Windows
! The amount of daylight entering a room shall be increased by achieving a minimum window to
floor area ratio of 1:5. Larger and more windows shall be located on the north and south sides
of the building while smaller and less windows shall be provided on the east and west sides.

OFFICE OF DESIGN AND PLANNING INITIATIVES

UNIVERSITY OF THE PHILIPPINES
DEVELOPMENT PRINCIPLES AND DESIGN GUIDELINES

MASTER DEVELOPMENT PLAN
Page 59 of 79

Street and Parking Lights
! Pedestrian light fixtures for new or replacement installations shall be either a single head or
double head style cylinder.
! The pole, pedestal base, and top shall have a powder coat finish.
! Base mounting details for installation on lawn or planting areas shall be formed concrete
foundation exposed above the finish grade, with the pedestal cap on top.
! Lighting location shall consider safety and adequate illumination of the surrounding area.
! Lighting shall be placed in landscape areas adjacent to parking lots when possible.
! “White” light sources, having high-energy efficiency and good color rendering, shall be used
for parking and street lighting. The most commonly available sources are Metal Halide (MH),
compact fluorescent (CFL), and Light Emitting Diode (LED), the latter being the most efficient.
“Yellow” light sources such as High Pressure Sodium (HPS), Low Pressure Sodium (LPS),
and Mercury Vapor shall not be used for pedestrian lighting due to poor color rendering.
! Maximum height of parking lot poles shall be 6 meters measured from finished grade.
Maximum base height is 0.6 meters.

UNIVERSITY OF THE PHILIPPINES
DEVELOPMENT PRINCIPLES AND DESIGN GUIDELINES


MASTER DEVELOPMENT PLAN
Page 39 of 79

Wall and ceiling surfaces at the front of the auditorium close to the
speaker/stage shall be reflecting surfaces.
Wall and ceiling surfaces at the rear of the auditorium shall be absorbing
surfaces.

OFFICE OF THE VICE PRESIDENT FOR DEVELOPMENT

!

Pedestrian Lights
! Pedestrian light fixtures for new or replacement installations shall be a single mount luminaire
with aluminum fixture hood.
! Fixtures shall be mounted on a round tapered aluminum pole, with round tapered one-piece
base cover.
! Base mounting details for installation on lawn or planting areas shall be formed concrete
foundation exposed above the finish grade, with slight convex top to shed water.
! Lighting installations shall be coordinated with existing tree locations and proposed vegetation
to provide optimum lighting levels.
! Use of illuminated bollards or other low-level light fixtures is not recommended, as these are
prone to vandalism.
OFFICE OF DESIGN AND PLANNING INITIATIVES

!

• As a rule of thumb, the walls and ceiling surfaces enclosing the front 2/3
volume of the auditorium shall be reflective while the rear 1/3 volume shall be
absorptive surfaces.
Floor Rake – A raked floor is needed for visual as well as acoustical reasons. If the floor is sloped,
raising the listeners, the beam of sound is broader indicating a greater sound energy received by
the audience.
• The floor rake for a lecture hall with 23 m speaker to last row listener distance
is 160mm per riser.
• Maximum height of stage shall be 0.60 m so that the stage floor is visible from
the eye height of the first row.
• Stage floor for a lecture hall shall be concrete.
• Stage floor for an auditorium shall be constructed of wood planks with an
underlying air space of 200mm in order to amplify the low frequency sounds.
Ceiling Reflections – The ceiling shall be profiled with suspended discrete ceiling panels to direct
as much sounds to the rear parts of the hall.
• There shall be at least three (3) discrete ceiling panels. The front-most panel
shall direct sound to the whole audience; the middle panel shall direct sound to
the rear 2/3 of the audience and the rear panel shall direct sound to the rear 1/3
of the audience.

OFFICE OF THE VICE PRESIDENT FOR DEVELOPMENT

The size of each ceiling reflector panel shall be at least 2.44m in any one
direction.

OFFICE OF DESIGN AND PLANNING INITIATIVES

OFFICE OF THE VICE PRESIDENT FOR DEVELOPMENT

46

ODPI Operations
ü Formulate master development plans for UP System properties and the different CUs where required
to serve as guides in the continuing physical development of the University and its different CUs

ü Accessed online
at
https://goo.gl/1sJ
uk8

47

ODPI Operations
ü Design for the present and projected utility requirements of the University, ensure the efficient use
of facilities, and move towards the realization of greener sources of energy
Solar energy

Wind energy

Geothermal energy

Biomass energy

Hydropower energy

48

ODPI Operations
ü Assist the different CUs in planning for housing facilities for faculty, staff, and students working
towards the reasonable satisfaction of such housing requirements

49

ODPI Operations
ü Assist in the formulation of physical plans for the more effective utilization of the University's real
estate assets so as to generate maximum revenue from such land resources

UP Ayala
TechnoHub

Laguna-Quezon
Land Grant

Cupang
Properties

UP Town
Center

Marilog Land
Reservation

50

ODPI Operations
ü Assist in the formulation of physical plans for the more effective utilization of the University's real
estate assets so as to generate maximum revenue from such land resources

Inter-Agency
Coordination

Site Inspection

Local
Benchmarking

International
Benchmarking

51

ITDC Operations
ü Design, develop, and implement an integrated University-wide ICT system
ü Provide and manage network interconnection among the CUs system-wide; set up, maintain,
update, and upgrade as necessary all shared ICT and online services

UP
Baguio

UP
Visayas

UP
Manila

UP

Diliman

UP
Cebu

UP Los
Baños

UP Open
University

UP

Mindanao

52

ITDC Operations
ü

Formulate strategies, plans, and policies for the development, acquisition, deployment, and use of all components of the University
Information System and intercampus network and communications infrastructure and resources

ü

Coordinate the System-wide ICT initiatives through the various CU computer centers

ü

Implement a sustainable plan for replacement, maintenance, and upgrade of existing shared infrastructure

Information
System
Strategic
Planning

1

e-Learning

Data
Governance
Policy

2

WiFi Connectivity

Online Payments

ICT
Infrastructure
Strategic
Planning

3

RFIDs
53

ITDC Operations
ü
ü

Facilitate and manage interaction and communication among students, faculty, and staff by email, telephony, and appropriate
technologies (in addition to face-to-face mode)
Facilitate the adoption, utilization, and integration of appropriate information technologies into academic practices and activities

Interactive projector

Video conference

Virtual reality

54

ITDC Operations
ü
ü

Provide reasonable accommodations in assistive technologies to constituents with disabilities and special needs
Provide instruction and technical assistance to students, faculty, and staff as required in order to maximize use of available
technologies

55

ITDC Operations
ü Offer IT training, consulting, content and software development and other IT services to external
University stakeholders

Network and Systems Administration

Applications Development
Full-time
Certificate
Programs

Mobile Applications Development

Game Design and Development

Embedded Systems

56

ITDC Operations
ü Offer IT training, consulting, content and software development and other IT services to external
University stakeholders

Technical Course Programs

Database
Technology

Business
Process

Network
Technology

Web Technology

Software
Development
and
Applications

Programming

Systems
Analysis and
Design

57

ITDC Operations
ü Offer IT training, consulting, content and software development and other IT services to external
University stakeholders
Consulting Services and Expertise

Database
Design and
Management

Online Course
Development

Network Design,
Implementation,
Management,
and
Maintenance

Medium and
Long-Term IT
Strategy

Systems Audit
and Portfolio
Management

Executive
Information
System

Game Design
and
Development

Software
Systems and
Applications
Development

Skill-Specific
IT Training

Staff
Augmentation

58

ITDC Operations
ü Conduct advocacy campaigns to promote the development of ICT in the Philippines
ü Provide advice and opinion to the Philippine government and its instrumentalities on ICT matters

59