esc REPUBLIC OF THE PHILIPPINES. COMMISSION ON AUDIT Commonssealth Avenue, Quezon City ADMINISTRATION SECTOR MEMORANDUM. No. Date FOR All Sector Heads/Cluster/Regional Directors/Heads of Offices, Chiefs of Staff, and All Other Concerned Personnel This Commission SUBJECT : — Guidelines on the Use of Online IT Support Systems and Other Internal Information Systems during Work from Home (WFH) Setup I. Rationale ‘The Alternative Work Arrangement (AWA) through a combination of Skeletal Workforce (SWF) and Work from Home (WFH) become the new normal working environment based on the policy issuances and guidelines of the Civil Service Commission and this Commission. The Information Technology Office (ITO), in support of the operation of COA Offices, especially when employees are WFH or in ‘Telework, developed various information systems (IS) and Online IT Tools that can be accessed by COA Employees anytime and anywhere via the Intemet or Virtual Private Network (VPN). In addition to the guidelines issued under COA Memorandum No. 2021-017 dated July 22, 2021, Guidelines in the Operationalization, and Implementation of Online IT Support Systems, the herein guidelines are prescribed particularly on the WFH setup as embodied under COA Memorandum No. 2022-016 dated July 29, 2022, on the Adoption of COA Policy on Flexible Work Arrangement (FWA). IL. Scope/Coverage These guidelines shall apply to all COA officials and employees authorized to access and use the Online IT Support Systems and other internal IS during the WFH schedule. a aneIII. General Guidelines 1. All employees/authorized users may access/use Online IT Support Systems and Jor other internal IS during the WFH schedule using their login credentials assigned to them by the designated system administrators. 2. For ease of access, the COA Officials/employees” login credentials (user-id and password) assigned on the use of the Digital Signing Service (DSS) shall be used to access the following Online IT Tools: a. Contactless Attendance Module (CAM) b. Disbursement Voucher Preparation Module (DVPM) c. Office Document Management System (ODMS) 3. For IS, which can only be accessed through the COA Virtual Private Network (VPN), IS users may request from the ITO for the required VPN account through submission of the fully accomplished User Access Request Form (UARF) or the ITO Form | duly approved by the concemed Office Head/Director. 4, User’s Guide/Manuals and video tutorials are provided to guide the user on the functionalities and proper use of the system accessible at the ITO Help Desk or the IS utility menu, 5. ITO shall be responsible for the maintenance of Online IT Support Systems, issues/concerns shall be covered by a System Issues and Concerns Form (SICF), supported by screenshots of the issues. Requests for enhancement to include additional user requirements shall be covered by a System Enhancement Request Form (SERF) with a detailed description of the enhancements, duly approved by the Head of Office, and shall be submitted to ITO for proper resolution. The SICF and SERF are downloadable from the ITO Webpage of the COA Intranet. 6. The guidelines on the use of ICT Resources issued under COA Memorandum 2021-021 dated September 21, 2021, Prescribing the Guidelines on the Use of COA Information and Communications Technology (ICT) Resources shall be strictly observed. IV. Specific Guidelines A. Contactless Attendance Module (CAM) 1. The Contactless Attendance Module (CAM) is accessible at the COA Intranet or URL: https://apps.coa.gov.pl/ACAM using your computer, laptop, ot mobile phone during the employees’ WFH schedule as defined in the Attendance and Leave Monitoring System (ALeMS).2. The designated Attendance in-Charge shall tag the WFH schedule of employees in the ALeMS, whose work arrangement is different from the uniform work schedule of four (4)-days of on-site work from Mondays to Thursdays and one (1) day WFH on Fridays as defined under COA Memo No. 2022-016. 3. ‘The employees may log in to the CAM using their cellphone, laptop, or computer to capture their attendance records during the WFH schedule, 4, The usual procedures in logging in and out using the CAM as stated under Administration Sector (AS) 2022-002 dated March 21, 2022, shall be followed. © Place the ID with QR Code in front of the camera with the employee's facial identification and COA ID seen in full view of the camera as emphasized under AS. © Time entries shall be recorded in three instances, = Time-In = Noontime = Time-Out © Take note of the following color/light indicators to determine the status of the QR Code scanning by the CAM: = Yellow ~Reading = Green ~ Successful Sean = Red — Unsuccessful Scan 5. The COA Officials/Head of Office/Immediate Supervisor may view the attendance record of their employees using the DTR Viewer of the Attendance and Leave Monitoring System (ALeMS), accessible at the COA Intranet under the COA Apps, COA Online Tools, or URL: dttps://apps.coa.gov.ph/alems using the Digital Signing Service (DSS) log in credentials (user id and password). 6. Additional guidelines on the use of CAM on WEH arrangements may be issued by the Human Resource Management Office (HMO). B. COA Digital Signing Service (COA-DSS) 1. The DSS is accessible at the COA Intranet under COA Apps or at URL: hutps://apps.coa.gov.ph/ds using your computer, laptop, or mobile phone. 2. All COA Officials/Employees are registered users of the DSS. It is linked to the Human Resource Information System (HRIS) for the signature of the 3official/employees (the same signature appearing in the COA ID), which will be affixed/placed in the document, To change the signature in the HRIS, you may submit to HRMO your updated signature/initial. For the default login credential (user id and password), mouse hover the “Help” icon on the login page of DSS. ADSS notification shall be sent to the registered email of the user every time there is a document that requires the review/approval and signature of the official/authorized signatories. Click the “View Document” to proceed with the review of the document using the DSS. On the Document Review window, you will find your signature/initial, document inbox showing the details of the document. To review and approve/sign the document, click on the Review button, located on the right side of the document, then click the “Sign button” to affix your signature, otherwise, click on the “Don’t Sign Button” and indicate the reason for disapproval. If using a mobile phone or a tablet with a small screen in reviewing a document, click the “Expand” or the “+” (plus sign) button found beside the document code to view the document information and the action buttons. Click the “Review button”, located at the bottom of the document, then click the “Sign button” to affix your signature, otherwise, click on the “Don’t Sign Button” and indicate the reason for disapproval. DSS will send a notification to all authorized signatories once all the authorized signatories have completed the review and have signed the document. Click the “View Button” to view the document. A QR Code on the bottom of the document indicates that the document has been reviewed /approved/signed. You will also receive notification for disapproved documents. To view the details of the signed document, scan the QR Code using google lens or any QR Code Scanner which may be downloaded from Google Apps. Sean the QR Code, and a link to the application will be displayed. Click the link to show the details and the copy of the signed document. C. Online Leave Application (OLA) 1. The OLA is accessible at the COA Portal or under COA Apps, COA Online Tools using your computer, laptop, or mobile phone. COA Employees shall file their Application for Leave (AFL) using the OLA and indicate the details of their leave application. Upon saving, your signature will be affixed/placed in the AFL form. 43. A notification and the link shall be sent to the email of all authorized signatories for the approval/disapproval of the employees’ AFL through the COA DSS. D. Disbursement Voucher Preparation Module (DVPM) 1. The DVPM is accessible at the COA Intranet under COA Apps, COA Online Tools, or at URL: hitps://apps.coa.gov.ph/dupm using your computer, laptop, or mobile phone. 2. The DVPM shall be used for the online submission of disbursement claims and supporting documents (SDs) to the respective designated Administrative Officer (AO) of the Office. Indicate the details of the claims, such as the Payee Name, Particulars, Amount, etc., and upload the scanned copies of the supporting documents. 3. Indicate also the Official authorized to approve/sign the DVR from the list of authorized signatories, then click the “Save button”. Once saved, a unique Disbursement Voucher Reference (DVR) No. shall be generated, which shall be used as a reference in the verification of the status of the DVR. It will also generate the corresponding Obligation Request (ObR). 4, A notification and the link shall be sent to the email of all authorized signatories for the approval/disapproval of the DVR and ObR. Click the “View Detail” to proceed with the review/approval of the DVR/ObR through the COA DSS. 5. You may view the supporting documents attached to the DVR. On the Document Review, look for the “Attached Files”, and click the attachment to view the scanned copy of the document. 6. Just the same with other documents reviewed/signed through the DSS, a notification shall be sent to all authorized signatories on the approval/disapproval of the DVR/ObR. E. Office Document Management System (ODMS) 1. ODMS is accessible via the COA Apps Portal, COA Online Tools, or at URL: hitys://apps.coa.gov.ph/odms using your computer, laptop, mobile phone, or tablet. 2. To search/view scanned documents linked to iDTS, click the Query menu and Search Documents. Fill out the iDTS Number and period covered, then click “Preview” button. Results will be displayed on the right side of the window. Click the “View” button to display the scanned document, 53. The uploaded documents in the ODMS can be viewed by the employees within the same office, F. ITO HelpDesk Support Management System (ITO Helpdesk) 1. ITO Helpdesk is accessible via the COA Apps Portal, COA Online Tools, or at URL: htips://apps.coa.gov phyhelpdesk using your computer, laptop, mobile phone or tablet 2. To request technical assistance, create a ticket and state your concem by filling out the needed information. A ticket number shall be generated, which shall be used as a reference in the verification of the status of the request. 3. Anotification and the link shall be sent to the email of the requesting employee on the status of the ticket regarding your concer. 4, Video tutorials, brochures, user guides and ITO forms can be accessed/downloaded under the Downloadable Menu of the ITO Helpdesk. 5. The ITO shall assign technical personnel to monitor and answer all issues/queries recorded in the ITO helpdesk and shall submit a report on the status/action taken on the issues noted particularly those issues submitted during WFH. G. Information Systems Attached as Annex “A” is the List of Internal Information Systems, which can be accessed and utilized on a WFH arrangement. Effectivity This Memorandum shall take effect immediately. For proper guidance and compliance. ORNA D. CABOCHAN Assistant CommissionerAnnex “A” Administration Sector Information Technology Office List of Internal Information Systems Work From Home Setup Name of Description Functional Users | Mode of Access Information System (Office) (WPN/ Internet) Government Auditing Information Systems to Support Operating Offices i. Agency Records [A system of electronic filing of agency | ACOA Audit | Internet Custodial records such as Disbursement Vouchers, | Sectors (NCR/ Information Official Receipt, Journal Entry Vouchers | Regional) System (ARCIS) | Supporting Documents, and other documents turned over to the Audit Team as the custodian of the agency’s financial | documents 2, Audit-Related | Integration of the different audit-related | ACOA Audit | Internet Data Information | systems such as Audit Engagement | Sectors (NCR System (ARDIS) | Monitoring System (AudEMS), Audit | Regional | Resource Management Information System (ARMIS), Audit Result Monitoring System (ARMS), Cash. Advance Monitoring System (CAMS), Cash Examination Reporting System (CERS), and Govemment Agency's Programs Projects Activities Information System (GAPPAIS) which aims to capture audit related data at the audit team level to facilitate monitoring of audit activities and generation/consolidation of required reports. eT 3. AuditResource [An information system for the | Human Resource | Intemet Management —_| maintenance of the database of audit | Management Information personnel and client to provide an easy | Office - HRDMS System (ARMIS) | mode of extracting information for the | (201) ‘monitoring of personnel assignments and | distribution of audit workload.Name of Description Funetional Users | Mode of Access Information System (Office) (VPN/ Internet) 4, CPA Information | Web-based application software for the | Project VPN System (CPAIS) | maintenance of the database of civil | Management society partners (Civil _ Society | Office (PMO) Organization and Development Partners) that can be used as a reference in identifying CSO partners for Citizen Participatory Audit Projects. 5, Report on "A web-based application that facilitates |» National Internet Salaries and the consolidation of salaries and} Government Allowances allowances received by officials of | Audit Sector System (ROSAS) | Government-Owned and Controlled | « Corporate Corporations (GOCCs) and National | Government Government Agencies (NGAs) and the| Audit Sector generation of required reports. 6 Summaryof [A system for recording Audit! Information | VPN Audit Suspensions, Disallowances, and Technology Suspensions, _| Charges of Agencies that will facilitate | Office (ITO) - Disallowances | the generation of the Consolidated | _ISDMD and Charges SASDC. (SASDC) | 7. Technical ‘A web-based application forthe | Technical Internet Services maintenance of infrastructure projects | Services Office Information submitted to the Technical Services| (TSO) System (ISIS) | Office by the Audit Cluster/Sectors/ | Regional Offices for evaluation/inspection to _ facilitate monitoring of action taken on these projects Administrative and Human Resources Related Information Systems 8. Attendance and | Monitors COA employees’ attendance | HRMO-LARS | VPN Leave records such as absences, tardiness, | + All COA Offices Monitoring undertimes, and leaves eared. The | (Central Office) System (ALeMS) | system captures the daily time-in and | « Regional Offices time-out of employees using a Biometric | (I, II, II, 1V-A, (Ginger scan) machine. The Biometric | IV-B, VI, XI, Machine was now temporarily suspended | XII) | and was replaced by the Contactless Attendance Module. | 9, Bidding and ‘A web-based information system for the | Bidding and | VEN Awards | maintenance of a database on | Awards | ‘Committee | procurement projects and awarded | Committee | Procurement | contracts to facilitate monitoring of the | Information |Name of Description Functional Users | Mode of Access Information System (Office) (VPN! Internet) System Procurement process and generation of (BACPIS) required reports. 10. Budget ‘A web-based information system, which | AITCOA Offices | Internet Preparation ‘aims to capture budget estimates at the Information office level to facilitate consolidation System (BPIS) | and generation of budget summaries for ‘online submission to DBM. 11. COA Training | COA Training Portal is a web Information Internet and Webinar _| application that helps COA personnel __| Technology Office Portal (Training | register, access and manages training | (ITO), COA Portal) courses in the most convenient way Employees 12, eLeaming ‘COA eLearning portal facilitates the | PDO, PIDS, COA | Tntemet taining of COA personnel outside the | Employees training center through the use of electronic communications technology in teaching and learning. 13, Integrated ‘A web-based and enhanced version of — | All Offices ‘VPN Document the Document Tracking System that —_| (Central Office) Tracking System | allows tracking of documents referred to aps) other offices in the Central Office. 14 Inventory ‘A web-based information system used | Procurementand | VPN Management —_| for monitoring, controlling, and Property & Supply System (IMS) __ recording inventory and semi- Management expandable items ftom acquisition to. _| Services (PPSMS) issuance. 15. Plant, Property | A web-based information system that | Procurementand | VPN and Equipment | will facilitate monitoring, controlling, | Property & Supply Management —__| and recording of Property, Plant, and | Management ‘System (PPEMS) | Equipment from acquisition to disposal _| Services (PPSMS) 16. Transport TMS is for the use of GSO — Transport | GSO - Transport | VPN ‘Monitoring and Security Services personnel. TMS | and Security System (TMS) | will keep track of the use of the motor | Services | vehicles in the pool and service vehicles issued to officials of the Commission, monitor maintenance, and reminder for registration with the Land Transportation Office (LTO). Legal and Adjudicatory Information Systems 17. Case Monitoring | A web-based version of CMIS, an Information Internet Information information system that records cases on | Technology Office System (CMIS) | appeal to the Commission Proper to _| (ITO), COA. facilitate monitoring of action taken and_| Employees‘Name of Description Functional Users | Mode of Access Information System (Office) (WPN/ Internet) ‘easy retrieval of information on the status of these cases. 18. COA Order of | A web-based system that facilitates = Prosecution and | Internet Execution monitoring of COA Order of Execution | Litigation Office Management | through (COA Decisions) Notice of | (PLO) Information Final Decisions, Notice of Suspension, | + Regional/Cluster System Disallowances, and Charges. Unit (COEMIS) + Regional/Cluster Audit Team Unit(s) Financial Related Information Systems 19. Accounts Facilitates the recording ofreceivable | Finance Office | VPN Receivable accounts and generation of bills and System (ARS) __| required reports 20, Budget System | Facilitate the recording of budget-related | Planning and VPN transactions such as allotments, sub- | Budget allotments, special allotments, “Management obligations, and the generation of Office budgetary reports. 21. Cash ‘An enbanced and web-based version of | Finance Office | VPN Disbursement | CDOS that facilitates recording and Operations maintenance of disbursement System (CDOS) | transactions and generation of required reports 22. Cash Receipt __| Facilitate the recording and maintenance | General Services| VPN Operation of collection and deposit transactions and | Office ~ Treasury System (CROS) | generation of required reports. Service 23, Electronic New | Facilitates the recording of transactions | Finance Office | VPN Government | and generation of financial reports Accounting compliant with the Government | System Accounting Manual (GAM). | (@NGAS) | | 24, Payroll System | Application system used for the | Finance Office | VPN | @s) preparation of employees’ payroll, | generation of pay slips, and required | | reports. Peer Ee 28. Personnel ‘A. web-based application of Personnel | Personnel Welfare | VPN Welfare ‘Welfare and Assistance to facilitate the | Assistance (PWA) Assistance — | generation of financial _statements/ Financial reports as a replacement for the desktop Management application-PWA-FMIS.Name of Description Functional Users | Mode of Access Information System (Office) (WPN/ Internet) Tnformation a Tee System (PWA- FMIS) Online IT Support Systems 26. Contactless ‘A modale of ALeMS, for the contactless | AII COA Offices | Tntemet Attendance method of capturing attendance records Module (CAM) | of employees physically reporting to the Central Office. QR code is assigned to | each employee that will be swiped in the computer installed in the designated | places for each Sector to capture attendance records in the ALeMS. 27. Online Leave | Another module of ALeMS that will | Al COA Offices | Intemet Application facilitate the online filing of leave | (Central Office) | (OLA) applications of COA employees. The OLA is integrated with the COA DSS for the digital signature of authorized officials/signatories in the ALeMS. 28. COA Digital [An application that will cater to the | ACOA Offices | Intemet Signing Service | digital signing of documents processed (ss) and generated from COA’s in-house developed Information System. Email notification shall be sent to signatory officers for the documents that are subject to review and approvalidisapproval. COA-DSS is a significant component in a paperless environment. | 25. Disbursement | A module of the Cash Disbursement | AIICOA Offices | Intemet Voucher Preparation Module (pvPM) Operations System (CDOS), which can be used by employees for the online submission of disbursement claims and supporting documents (SDs) for the payment of salaries, allowances, and other benefits by COA employees. This will facilitate the preparation of Disbursement Vouchers (DVs) and Obligation Requests for the payment ofName of Information System Description Functional Users (Office) Mode of Access (VPN/ Internet) ‘claims/obligations to suppliers, providers, contractors, and other payces by designated Administrative Officers (AOjfauthorized personnel of the different COA Offices. 30. ITO Helpdesk Support ‘Management System TTO Helpdesk Support Management System is an information system that specializes in providing information, support and assistance to the users of different Information Systems and Information Technology services within the Commission. It is a support ticket system accessible online where every support request is assigned a unique ticket number which users can use to track the progress and responses online. ‘AIL COA Offices Internet 31. Office Document Management system (ODMS) ‘ODMS is the electronic filing or storage of documents that can be accessed and shared by authorized personnel in a particular office and is linked to the Integrated Document Tracking System (DTS), which will facilitate the uploading, indexing, and viewing of digital copies of official documents and files transmitted through iDTS. ‘AIL COA Offices Internet 32. Online Request Module (ORM) ‘A module of Inventory Management System (IMS) and Property, Plant and Equipment Management System (PPEMS) that will facilitate the ontine submission of Requisition and Issuance Slip (RIS) and Purchase Request (PR) for the request of supplies and equipment in the General Services Office. ‘AILCOA Offices (Central Office) Tnternet Other Information Systems 33. Citizens’ Desk ‘Reporting System (CDRS) An Information System that records queries, complaints, requests, and reports ‘on allegations of fraud, waste, or mismanagement of public funds. from concemed citizens, _It _ facilitates * CHO * PIO Internet,Name of Description Functional Users | Mode of Access Information System (Office) (VPN/ Internet) Il ~~ | monitoring of the status and action taken Pee on these requests by concerned officials/ofiices. 34. COA A cenital repository of integrated data | COA Employees _ | Internet Datawarehouse | from different information systems being used in the Commission that can be used for creating analytical reports to support decision making. 35. GAD Plan, ‘An information system that facilitates the | » GAD. Tntemet Budget and preparation of GAD plan and budget and | — Committee Accomplishment | generation of required reports. + Planning and Information Budget System Management (GPBAIS) Office 36. GAD Online | The WHID manages the reporting of COA Tntemet Women’s Help | gender-based violence (GBV) or Employees Desk (GAD —_| violence against women and children WHD) (VAWC) involving COA employees