Republic of the Philippines DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT REGION II REGIONAL MEMORANDUM CIRCULAR Reference No.: 2020 - _00. TO: All Governors, City and Mu i Mayors, DILG Provincial Directors, DILG City Directors, DILG Field Officers, and Others Concerned SUBJECT: Functionality Assessment of the Local Project Monitoring Committees (LPMCs) DATE: February 5, 2020 4. Background Executive Order No 376, Series of 1989, as amended by Executive Order No. 93, Series of 1993, provided for the establishment of the Regional Project Monitoring and Evaluation System (RPMES) as an institutional mechanism for monitoring and evaluating projects at the national, regional, provincial, and city/municipal levels. Multi-level project monitoring instituted through the RPMES provides a valuable source of inputs to budgeting and programming decisions that can maximize utilization of meagre resources and protect national and local investments for local development while facilitating greater participation of government agencies, local government units (LGUs), and non-governmental organizations (NGOs) at all levels. Said issuances mobilized the Project Monitoring Committees (PMCs) established through Memorandum Order No. 175, Series of 1988, to operationalize and implement the RPMES at the provincial, city, and municipal level. DILG Memorandum Circular No. 188, Series of 2019, as reiteration to previous issuances, enjoins all local government officials to reconstitute the Local Project Monitoring Committees (LPMCs) in their respective areas of jurisdiction or organize if said LPMCs are not yet established. Moreover, said Circular states the duties and function of the LPMC as well as the manner to which it should be organized. The DILG Central Luzon, as a member of the Regional Project Monitoring Committee and in the exercise of the oversight function over LGUs, has coordinated with the National Economic and Development Authority in crafting a policy that will look into the functionality of the LPMCs in performing the duties and Fesponsibilities mandated by the above-mentioned issuances. Series of consultation and review meetings were conducted in the formulation of a too! that will assess the functionality of the LPMCs in accordance to the parameters set by the National Project Monitoring Committee (NPMC).The Regional Project Monitoring Committee has approved the tool and the Regional Development Council issued 16" RDC Ill Resolution No. 03-16-2019 that endorses the LPMC Functionality Assessment tool to the National Project Monitoring Committee for the possible adoption at the national level. . Purpose This RMC intends to: + Establish a baseline profiling database of the current functionality status of LPMCs for the year 2020; «Jumpstart a system to assess the functionality of LPMCs; and «Remind LGUs of the functions and responsibilities of LPMCs as well as their critical role of the committee in project monitoring in preparation for the implementation of the Supreme Court ruling on the computation of the Internal Revenue Allotment (IRA) for LGUs. . Scope/Coverage This RMC covers all Local Chief Executives (LCEs), and local project monitoring committees in all Provinces, Cities, and Municipalities, and DILG Provincial, Highly Urbanized Cities, and City/Municipal Field Officers and Personnel in Central Luzon, . Policy Content and Guidelines 441 Scope The assessment shall cover all activities and performance of roles and functions of the LPMCs for the immediate preceding year covering the period of January 1, 2019 until December 31, 2019. 4.2 Functionality Assessment Criteria The functionality assessment shall adopt the parameters set by the National Project Monitoring Committee that includes the following priority areas: A. Organization — Focuses on the Organization/Reconstitution and Composition of the LPMC. B. Training — Attendance of committee member/s to Capacity Building activities related to the effective performance of duties and functions ‘of the LPMC such as Monitoring and Evaluation Trainings. C. Planning — Focuses on the planning and scheduling of LPMC activities as well as the funding and logistical support provided by the LGU to the committee.D. Implementation and Reporting — Conduct regular quarterly meetings and field monitoring activities complete with proper documentation such as minutes of meeting and monitoring reports. 4.3 Roles and Responsibilities 4.3.4 4.3.2 4.3.3 43.4 C/MLGOOs a) The C/MLGOO is in charge of collecting the required data from his/her respective LGU and submitting the accomplished LGU Document Checklist (Form 1) to the provincial office. Provincial LPMC Functionality Assessment Focal Person a) The Provincial LPMC Functionality Assessment Focal Person shall be in-charge of orienting C/MLGOOs in the conduct of the functionality assessment. b) The Provincial LPMC Functionality Assessment Focal Person shall be in charge of collecting the required data from Provincial Project Monitoring Committee and accomplishing the LGU Document Checklist (Form 1) for the provincial level. Provincial Director a) The Provincial Director shall designate a Provincial LPMC Functionality Assessment Focal Person. b) The Provincial Director is tasked to organize and act as chairperson of the LPMC Functionality Assessment Team. The assessment team shall be composed of a minimum of three (3) and a maximum. of five (5) including but not limited to the following members: two (2) ‘Senior Technical Officer (LGOO V or Above), and Provincial LPMC Functionality Assessment Focal Person. The Provincial Director shall also designate a Team-Leader among the members of the assessment team. ©) The Provincial Director shall ensure that all LPMCs of LGUs in their respective jurisdiction will be assessed using the assessment tool and shall issue relevant issuances in aid of the functionality assessment as deemed necessary. d) The Provincial Director shall ensure that all assessment documents are submitted within the prescribed timelines on this RMC. Provincial LPMC Functionality Assessment Team a) The team shall evaluate the functionality of the Local Project Monitoring Committee using the submitted documents (Form 1) and shall accomplish the Assessment Tool (Form 2a). b) The team shall also consolidate and submit the result of the functionality assessment using the provincial consolidation form (Form 3) to the DILG Regional Office.4.3.5 HUC City Director a) The HUC City Director shall designate an HUC LPMC Functionality Assessment Focal Person. i. The HUC LPMC Functionality Assessment Focal Person is in charge of collecting the required data from HUC City Project Monitoring Committee and accomplishing the LGU Document Checklist (Form 1) for the city. ii. THE HUC LPMC Functionality Assessment Focal Person shall assist the Regional LPMC Functionality Assessment ‘Team in the conduct of functionality assessment. 4.3.6 DILG Regional Office a) The DILG Regional Office shall constitute and organize the Regional LPMC Functionality Assessment Team with the Regional Director as Chairperson and the following as members: Local Government — Capability Development Division (LG-CDD) Chief, LG-CDD Assistant Division Chief, Project Development and Management Section Chief, Support to Local Governance Program (SLGP) personnel, LFP Technical Engineer, and LPMC Functionality Assessment Regional Focal Person i. The Regional LPMC Functionality Assessment Team shall be in-charge of evaluating the functionality of Highly Urbanized City (HUC) LPMC using the submitted documents (Form 1) and shall accomplish the Assessment Tool (Form 2a). ii. The Regional LPMC Functionality Assessment Team shall consolidate all the submitted functionality assessment results and shall assess the over-all status of the functionality of LPMCs in Central Luzon b) The DILG Regional Office shall furnish the Regional Project Monitoring Committee (RPMC) a copy of the result of the functionality assessment and recommend possible interventions. 4.3.7 Loca Chief Executives (LCEs) a) The LCE shall ensure that all documents needed and available for functionality assessment will be provided and submitted to the assessment team following the timeline of the assessment. b) The LCE shall direct all concerned LGU personnel engaged with the Local Project Monitoring Committee to extend assistance to the functionality assessment team whenever necessary in relation to the conduct of the assessment.4.4 Assessment Forms The following forms are attached in this RMC to be used in the facilitation of the functionality assessment: * Form 1-LGU Document Checklist « Form 2a -LPMC Functionality Assessment Form * Form 2b - LPMC Functionality Assessment Technical Guide Notes «Form 3 - Provincial Consolidation Form 4.5 Level of Functionality The functionality assessment shall make use of the functionality rating matrix: Score Functionality Adjectival Rating 20-25 Ideal Functionality <7 13-19 Mature Functionality 1-12 "| Basic Functionality 0 Non Functional LPMC 4.6 — Timeline of Activities The concerned offices shall conduct the activities of the LPMC functionality assessment within the following prescribe time of implementation: Timeline of Activity Implementation ‘Organization of the Provincial LPMC Functionality Assessment Team Orientation of DILG Field Officers 4 week of February 2020 | DILG Provincial Office Data Gathering and Submission of | 2" to 3 week of February Documents 2020 Review of Documents and Table | 44 week of February 2020 | DILG Provincial Office 4% week of February 2020 DILG Provincial Office Assessment _ - Earl Consolidation and Submission of | Deadline of Submission: ; Assessment Results _ February 28, 2020 DILG Provincial Office Analysis of the Assessment Results 4% week of March 2020 DILG Regional Office 4,7 References 4.7.1 Republic Act no. 7160 or the Local Government Code of 1991 (LGC) 4.7.2 Regional Project Monitoring and Evaluation System Operational Guidelines, 2016 4.7.3 Executive Order no. 93, Series of 1993 - Amending Executive Order No. 376 (Series of 1989) “Establishing the Regional Project Monitoring and Evaluation System (RPMES)" and for Other Purposes, dated 01 June 199348 49 4.7.4 Executive Order no. 376, Series of 1989 - Establishing the Regional Project Monitoring and Evaluation System (RPMES), Setting Forth its Objectives, Defining its Scope and Coverage, Requiring the Formulation of a Manual of Operations and for Other Similar Purposes 4.7.5 DILG Memorandum Circular 2019-188 - Organization or Reconstitution of Sub-Regional Project Monitoring Committees (PMCs) 4.7.6 DILG Memorandum Circular 2004-78 — Organization/Reactivation of Project Monitoring Committees (PMCs) in the Local Government Units 4.7.7 Memorandum Order No. 175, Series of 1988 - Providing Guidelines for the Implementation of Local Government Projects Funded from National Government Funds and for Other Purposes, dated 23 May 1988 Effectivity This RMC shall take effect immediately. Feedback Inquiries concerning this RMC should be directed/addressed to Local Government - Capability Development Division (LG-CDD) of the DILG Regional Office Ill (Central Luzon) through any of the following: Email ‘Address: tsd_dilar3@yahoo.com.ph Telephone Numbers: (045) 455-24-33, or (045) 455-24-72, or through mail at DILG Regional Office Il, Diosdado Macapagal Government Center, Barangay Maimpis, City of San Fernando, Pampanga For queries and/or clarifications on the RPMES, an electronic cope of the RPMWS Operational Guidelines is posted at the National Economic and Development Authority (NEDA) website at www.neda.gov.ph. The Central Luzon Regional Project Monitoring Committee (CL-RPMC) secretariat under the Central Luzon Regional Development Council (CL-RDC) are also available to provide technical assistance in the implementation of the RPMES or other monitoring and evaluation trainings. JULIE soxaaaas PH.D) CESO Ill Regional’ mg Ay We are ersercioten iSO sees io sen SETS Han ns