project and contract management application · improving civil works project and contract...

Inside this issue

July - September 2015 Department of Public Works and Highways Volume XVI, Issue III

Improving Civil Works Project and Contract Management through the Project and Contract Management

Application

provides enabling technology which strengthens internal controls and enhances project and contract monitoring. PCMA also provides the capability to not only report progress, but the ability for accelerated analysis and problem resolution at the project/contract level, and full analytics at the construction program level. For example, standardized causes of delays by entity (e.g. the Department, another Agency or the Contractor) can be analyzed at the program level to determine ways to further improve the processes. Consolidated performance can be reviewed by Implementing Office, by Contractor and even by Project Engineer. In the future, this will provide total transparency to all concerned, including

Improving Civil Works Project and Contract Management through the

Project and Contract Management Application

The Department has been upholding these principles from the start of the Road Information and Management Support System (RIMSS) in 1997 and has expanded the technology-enabled reforms as part of the Secretary’s Transformation Program. A key emphasis of the Transformation Program is improving transparency and engaging external stakeholders in governance. Given the Department’s Mission includes providing and managing quality infrastructure, with a performance target of percentage of projects completed within time and budget, efficient and effective project and contract management is at its very core. A key improvement area, centered around this priority, is the new Project and Contract Management Application or PCMA. In addition to improved processes and procedures, the PCMA

the public, through geographic display of planned projects (from the Department’s planning systems) versus actual project/contract status from PCMA. This functionality will be expanded over time to allow external geotagging against the projects. The PCMA is truly a joint effort, led by the Undersecretary for Technical Services, Raul C. Asis, with key inputs from the Assistant Secretary for Visayas and Mindanao operations, Dimas S. Soguilon, the Business Improvement Implementation Team and Joint Application Development Team consisted of representatives from the Bureau of Construction (BOC), the

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“While technology is necessary to undertake collaboration efficiently and at scale, creating better governance is not a question of technology. Rather, effective governance structures are needed to improve process effectiveness...But in an era when information and communications technology makes it possible for many more people to work together, we can redesign our institutions and create more diverse mechanisms for solving problems. If we proliferate many more ways of working together, these collaborative practices can change the culture of governance. This change will also create a new kind of democratic legitimacy, deriving its egalitarianism through many small venues in which a large number of people engage.” Beth Simone Noveck, Wiki Government, 2009

Pilot Regions V, VIII and XIII, and UPMO-RMC I Monitoring Engineers and Project Engineers gave PCMA a“Thumbs Up” during training (Left to Right) Front Row: Felixberto B. Arreza, Josephine Y. Soliven, Pilannie R. Abrao, Melrose I. Pailma, Maribeth D. Burgos, Cristina Luz R. Cacayan, Egan G. Nuñez, Romeo B. Belaro Jr., Antonio B. Bruto, Rhalf B. Cawaling,

Vladimary T. Payumo, Mary Antoniette I. Cañada, Ma. Loraine S. Ocfemia, Maria Joy L. Zamudio and Egan Louis J. Fajardo (Left to Right) Back Row: Ricarte S. Mañalac, Benjamin A. Bautista, Ma. Rosario P. Margallo, Libertad L. Morot,

Janeth L. Guibone, Gabrial B. Tomenio, Erwin M. Balilia, Joel Alfred D. Yulo, Antonio D. Lucero, Charlemagne L. Origenes, Ruel M. Nazareno, Lloyd M. Cedro, Rochel D. Hermano, Diane E. Wacker and Cesar A. Sanorjo

TAMBULI July - September 2015

Information Management Service (IMS) and other concerned units from the Central Offices, along with representatives from the Regions. The National Roads Improvement and Management Project (NRIMP-II) Institutional Capacity Development (ICD), Project Management and Coordination (PMC) Consultants also assisted in the business analysis and facilitating the development of the procedures and application. The PCMA effort is a great example that any successful technology-enabled reform must include the proactive involvement of the end-user. The PCMA’s Application User Coordinator (AUC) and 2015 Rangya Awardee Melrose I. Pailma is a model of how the primary office concerned must take the lead of technology-enabled reforms. A Joint Application Development (JAD) Team was also established, and instrumental in ensuring that the PCMA met the Department’s needs. Highlights! The use of PCMA will be required for 2016 projects onward. One of the significant improvements is that Project IDs will no longer have to be created for separate infrastructure types, instead, PCMA will enable the use of one Project ID, with multiple project components for each infrastructure type, in line with Department Order 11, series of 2015.

Improving Project and Contract...(Continued from Page 1)


The PCMA will replace and expand upon the functionality of the current Project Monitoring System (PMS). The PCMA is what is known as an enterprise-wide application, with a centralized database, where “real-time” updates in the field that are immediately reflected to management. The PCMA provides the Project Engineer with increased functionality to assist in project/contract management, versus merely providing a reporting mechanism. New Functionality! New features of the PCMA, to name a few, include the following: Enterprise-wide application that

allows updating throughout the month, up to the end-of-month reporting cut-off date.

Real-time data entry and data validation to ensure data quality and enforce the policies, rules and regulations.

Percentage completion and slippage is calculated by the application based on accomplished Work Items reported.

Ability to monitor by Contract (including Memoranda of Agreement and Negotiated

Contracts), by Project by Administration, and monitoring of Right-of-Way under a separate module.

Standard code tables to ensure assignment of only accredited Project Engineers and Material Engineers, which provides a module for management of these accreditations by the Bureau of Quality and Safety and the Bureau of Research and Standards, respectively.

Standard Pay Items will be online as well, and maintained by the Bureau of Research and Standards. This will enable standard reporting of progress and also, in the long-term, provide historical bid-based data for cost analysis and estimation.

eLog – electronic Engineer Log Book is a simplified version of the manual Engineer’s Logbook which will strengthen project monitoring.

Standardization of causes of delay reason codes, separating the causes by those within the Department’s control and those by other entities, which will enable greater analysis, problem resolution, and highlighting target areas for further improvement.

Action Photos During the PCMA Development and Pilot Trainings

"With the advances in

technology, it is time to retire

the PMS and move to the

PCMA, a tool which

capitalizes on today's

technology to make it powerful

not only for project monitoring

but also for project and

contract management.

Beyond what we could have

dreamed 30 years ago when

the PMS was designed."

A/Sec. B. Elizabeth E. Yap, PhD, CESO III

NRIMP II ICD Component Manager

Original Designer of the PMS



The PCMA obtains planned projects, along with targets, from the MYPS which is aligned with the General Appropriations Act (GAA). The PCMA will also provide completed project information to the Department’s infrastructure asset management system, the Road and Bridge Information Application (RBIA), to improve warranty monitoring and aid in future infrastructure planning. The Civil Works Registry (CWR), which contains Contractor profiles, will also be able to obtain information on completed projects and contractor performance.

The PCMA has six (6) main

modules: Construction Program Management, Contract Administration, Contract Management, Projects by Administration Management, Civil Works Monitoring and PCMA Administration. Construction Program Management This module enables tracking of the implementation of all projects, starting with highlighting Not Yet Started (NYS) projects from the MYPS Application, and tracks any reasons for delayed start. It then allows packaging of projects into contracts and monitoring of contracts, project by administration, Memoranda of Agreements (MOAs), and Infrastructure Right-of-Way (IROW) for any projects with an IROW component. In general, it provides overall program monitoring that can be utilized by management, the Bureau of Construction, the Unified Project

Management Offices and the Regional and District Engineering Offices (DEOs) Management and Monitoring Engineers. A similar module is provided for projects by administration.

Contract Administration

This module includes functionality

to set up the contract in the PCMA. It includes contract authorities for both the Contractor and the Department, and ensures assignment of only accredited Project Engineers and Material Engineers. It also provides the tool for tracking performance securities, key events (e.g. contract start-up, termination and warranty monitoring) and variation orders. Contract Management

This module is the primary

management tool for the Project Engineers and Monitoring Engineers. It includes the approved implementation schedule, provides for an electronic Engineer Log Book (eLog) for capturing of key information daily, reporting of actual work activities based on pay items, preparation of any time suspensions and time variances, identification of potential variation


orders in order to keep management informed, monthly review reporting and periodic reporting of actual outputs based on targets from the MYPS for management and oversight reporting purposes.

Civil Works Monitoring This module is utilized for monitoring and tracking of projects and contracts. It is also used to generate standard or custom reports and provides analytical tools. PCMA Administration

This module contains important information pertaining to the use of the application, together with different libraries – one of which is the Construction Authority Library which is used for maintaining records of accredited Project Managers, Project Engineers, Materials Engineers and Project Inspectors. It also provides functionality



TAMBULI is a quarterly publication of the DPWH Information Management Service (IMS) in support of the Institutional Capacity Development Projects (ICD) and other IT-enabled Business Process Improvements (BPIs) of the DPWH with editorial business address at:

DPWH Head Office Information Management Service G/F ICC Bui lding Bonifacio Drive, Port Area, Manila

for BOC to maintain the data and business rules, and for managing most of the code tables used throughout the application.

Pilot Underway: Response from Users

“We learned the ability of the application for very accurate and fast reporting.” This enthusiastic feedback was received from the initial PCMA Pilot trainings conducted. The PCMA Pilot Kick-Off Meeting and Part I of the PCMA Training was held on September 16-18 and 21-22, 2015; which entailed the Construction Program Management and Contract Administration Modules. This was conducted for the Monitoring Engineers of the four Pilot Offices – Unified Project Management Office-Roads Management Cluster I (UPMO-RMC I) and three Pilot Regional Offices (Regions V, VIII and XIII). This was also participated in by Procurement Service, who will have a role in contract administration for Central Office projects. A training/worksession on September 26, 2015 with the Monitoring Engineers from the Pilot Regions and Districts followed in the same month in order to setup the data for the remainder of the pilot projects. Part II, which focused on the Contract Management module for Project Engineers, was conducted on September 28-30 and October 1-2, 2015. The integration to MYPS was also tested.

These activities have proven to be a

quick success for the application, with a participant stating that with the PCMA,

they “found easier ways to effectively manage and monitor all infrastructure civil works projects and contracts under the responsibility and accountability of the performers (referring to themselves as the Engineers assigned).” It was positively added that, “once we use PCMA, we can easily load our accomplishments and there will be less pressure of changes since it is already inputted and reported [through the application].”

Next Steps

There will be more forthcoming trainings for all Monitoring Engineers on the first two (2) modules – Construction Program Management and Contract Administration – in order for them to start setting-up and monitoring 2016 projects. In addition, just-in-time training for Project Engineers is currently targeted in January 2016. The Future is NOW!

The PCMA further enables easier data analysis and enhances the monitoring of projects and contracts, including geospatial information for increased transparency and ease of use by the public and other agencies concerned. Based on the recent progress of the utilization of PCMA during the pilot testing, an evident appreciation by the stakeholders is being realized. “Change is never easy and to change one of the most critical

Business Improvement Implementation Project (BIIP) Team

Joint Application Design (JAD) Team

U/Sec. Raul C. Asis, Technical Services

A/Sec. Dimas S. Soguilon, Visayas and Mindanao Operations

Director Walter R. Ocampo, BOC

A/Sec. Gilberto S. Reyes, Technical Services

Director Virgilio C. Castillo, RM Cluster I, UPMO

Asst. Director Aristarco M. Doroy, BOC

Milagros C. Manaysay, Planning Service

Melrose I. Pailma, BOC

Kenneth L. Ng, BOC

DE Erelina B. Santos, Tarlac 1st DEO Rhalf B. Cawaling, IMS

Egan Louis J. Fajardo , IMS

Ma. Jocelyn R. Bacual, NCR

Asst. Director Aristarco M. Doroy, BOC

Melrose I. Pailma, BOC

Kenneth L. Ng, BOC

Benjamin A. Bautista, RMC I

Lilibeth B. Rico, RMC II

Cristina Luz R. Cacayan, Region XIII

Lloyd M. Cedro, Region XIII

Ma. Jocelyn R. Bacual, NCR

Emy P. Abello, NCR

Mariano N. Carbonell, Procurement Service

Rhalf B. Cawaling, IMS

Egan Louis J. Fajardo, IMS

Francisco A. Silvano, Jr., IMS

Abdel Hamid E. Mala, IMS

Vladimary T. Payumo, IMS

Diane E. Wacker, PMC Mary Antoniette I. Cañada, PMC

Sherwin P. Migriño, PMC

Vanessa D. Masangkay, PMC

core processes of an Infrastructure Agency is not without its challenges. That said, to date, those concerned have been embracing the change and excited about having a tool that will actually help them manage contracts and projects, while at the same time, provide timely management reporting and improved analytics,” says Diane E. Wacker, Project Manager for the NRIMP-II ICD, on her enthusiastic insights on the recent milestones of PCMA.

Given the significant increase in the Department’s infrastructure capital outlay budget since 2011, while at the same time experiencing personnel reductions as part of the Government’s Rationalization Plan, having enabling technology to assist in contract management is critical. The PCMA is clearly a strategic application and a tribute to the Secretary’s Transformation Program. A lot of hard work has gone into the development of improved processes and the PCMA. The vision is now becoming a reality.

Edited by Bryan D. Dalma Communication Specialist

PMC NRIMP-II ICD

PCMA Developers (Left to Right): Matthew Dominic F. Estive, Vladimary T. Payumo, Vanessa D. Masangkay, Sherwin P. Migriño,

Abdel Hamid E. Mala and Rubelyn M. Castillon

A digital copy of this issue is available on the DPWH Intranet and Internet sites. For more information and details on the Department reforms and projects, visit the website link below: http://www.dpwh.gov.ph/about_us/reforms/index.htm

project and contract management application · improving civil works project and contract...

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