Information Management Service

Department of Public Works & Highways

DOCUMENT TRACKING
SYSTEM (DOTS)

CIVIL WORKS PROJECTS

Overview

 What is DoTS?
 Rationale behind DoTS
 DoTS Module
 DoTS Capabilities
 DoTS Legend
 DoTS Users
 Role of DoTS Users
 Department Order 156 Series of 2015

Information Management
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Rationale behind DoTS

 Streamlined the procedures for each

documents covered by the system
 Review and approval time for the documents
had been established

Information Management
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What is DoTS?

 It is an electronic and dynamic routing slip

 It was developed to monitor the status of the

documents in the Department

 It tracks down slow moving documents and

pinpoints those responsible for the delay in
the processing

Information Management
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DoTS Modules

 Civil Works
- Infrastructure Projects of the Department.
 Consultancy
- Services for the Infrastructure Projects
requiring adequate external technical and
professional expertise.
 Goods
- Supplies, materials and general general
support services.

Information Management
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DoTS Capabilities

 Logs documents into the system

 Store date received and date sent into the
database including returned documents.
 Allows viewing of all incoming, on-going and
outgoing documents
 Assign document route and target dates
 Allows viewing and printing of document
history
 Generate Memorandum for the list of offices
with delayed processing of documents
Information Management
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DoTS Document Legend

Ongoing Transaction

Incoming Transaction

Ongoing but beyond Target Date

Released before the Target Date

Terminated Transaction

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Who will be using DoTS?

The application will be used by the following:

 Central Office
 Regional Office
 District Office

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Type of DoTS Users

 DoTS Center
 DoTS Officer

Information Management
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Role of DoTS Center
Log documents
View Users Modify Subject

View Group
Send Transactions

DoTS Center
View Routing Return Transactions

View and Print

View Activity
Transaction History

View Action Accept Transactions

Insert/Update Contractors
and Contracts and Holiday
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Role of DoTS Officer
Accept Transactions

View and Print Send Transactions

Transaction History

DoTS Officer

View and Print Report Return Transaction

Complete Transaction

Information Management
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 Information Management Service
Department of Public Works & Highways

DEPARTMENT ORDER
NO. 156 SERIES OF 2015
Implementation of Document Tracking
System for Civil Works Projects
Documents covered by DoTS

 Detailed Engineering Design Plans

 Program of Works (POW)
 Approved Budget for Contract (ABC)
 Resolution of Award
 Contract
 Negotiated Contract
 As-Staked Plans
 As-Built Plans
 Specifications
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Documents covered by DoTS

 Special Allotment Release Order (SARO)

 Change Order/Extra Work Order
 Final Variation Order
 Contract Time Extension/Suspension
 PERT/CPM
 MOA/MOU
 Performance Bond/Surety Bond/Letter of
Credit/Bank Guarantee/CARI/Credit Line
Certificate
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Documents covered by DoTS

 IROW Payment
 IROW Payment with RAP
 Advance Payment
 First Progress Payment
 Interim Progress Payment
 Final Progress Payment
 Release of Retention
 Price Escalation Payment
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DEOs Implementing Guidelines

Contractor/Implementing Office

 Submit documents to the District DoTS

Center for registration
 Use ear tags for each attached supporting
documents and should sequentially follow the
checklist

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DoTS Implementing Guidelines

District DoTS Center

 Check completeness of supporting
documents and attachments
 Return incomplete documents to the
Contractor/IO immediately within the day
 Register document in DoTS
 Issue receipt to Contractor/IO

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DoTS Implementing Guidelines

District DoTS Center

 Print DoTS Header and attach to documents
 Forward the documents to the Implementing
Office (IO)

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DoTS Implementing Guidelines

Processing Office/Approving Officials

 Check for the DoTS Header
 Check completeness of documents
 Return incomplete documents to the office
concerned within the day
 Process documents
 Forward documents to succeeding office
 Ensure that the documents sent was received by
the succeeding office within the next 24 hours
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DoTS Implementing Guidelines

Processing Office/Approving Officials

 Records documents with no DoTS Header
 Forward documents with no DoTS Header to
the District DoTS Center every end of the
month

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Scenario

Documents submitted by the Contractor/IO:

Submit documents to DoTS
CONTRACTOR/IO Center

Ear tags for each

attached supporting
DOTS CENTER documents

Follow the checklist

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Scenario

Log documents into DoTS

Print DoTS Header
DOTS CENTER Issue Receipt
Forward documents to
the next office

Check for the DoTS

PROCESSING Header
OFFICE
Check the SDs
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Scenario

Review and attach SDs

PROCESSING
OFFICE Forward documents to the
approving officials

APPROVING Check for the DoTS

OFFICIALS Header
Check the SDs attached
by IO
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Scenario

Review and process

APPROVING documents
OFFICIALS
Approve documents

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Non Usage of the DoTS as per Memo
dated November 26, 2014
OFFENSE
(Frequency)
1st 2nd 3rd 4th
Offense Offense Offense Offense

OFFICIAL
Designated Reprimand Suspension Suspension Suspensio
DoTS Officer for 1 month for 6 n for 1
months year
Head of the Suspension Suspension Suspensio
processing Reprimand for 1 month for 6 n for 1
offices months year

Information Management
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Processing Exceeded Prescribed Time

OFFENSE
(Frequency)
1st Offense 2nd Offense 3rd Offense 4th Offense
(3 times) (5 times) (7 times) (more than
OFFICIAL 7 times)
Action Officers Reprimand Suspension Suspension -
for 6 mos. for 1 year
Division/ Suspension Suspension
Section Chief/ Warning Reprimand for 6 mos. for 1 year
Chief
Heads of Office
(DE/RD/BD/SD/ Warning Reprimand Suspension Suspension
PD) and their for 3 mos. for 6 mos.
Assts. & Action
Officers of
Asec/Usec/Sec
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DoTS Committee

• Undersecretary Raul C. Asis

• Asst. Secretary B. Elizabeth E. Yap

• Asst. Secretary Gilberto Reyes

• Director Judy Sese, BRS

• Director Constante Llanes, PS

• Asst. Dir. Aristarco Doroy, BOC

Information Management
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QUESTIONS? CONCERN? ISSUES?

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Information Management
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