Inside this issue

Improving Civil Works Project and

Contract Management through the
Project and Contract Management
Application

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
“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

The Department has been 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,
upholding these principles from the Maribeth D. Burgos, Cristina Luz R. Cacayan, Egan G. Nuñez, Romeo B. Belaro Jr., Antonio B. Bruto, Rhalf B. Cawaling,
start of the Road Information and 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,
Management Support System (RIMSS) Janeth L. Guibone, Gabrial B. Tomenio, Erwin M. Balilia, Joel Alfred D. Yulo, Antonio D. Lucero, Charlemagne L.
in 1997 and has expanded the Origenes, Ruel M. Nazareno, Lloyd M. Cedro, Rochel D. Hermano, Diane E. Wacker and Cesar A. Sanorjo
technology-enabled reforms as part of
the Secretary’s Transformation provides enabling technology which the public, through geographic display of
Program. strengthens internal controls and enhances planned projects (from the Department’s
project and contract monitoring. PCMA planning systems) versus actual project/
A key emphasis of the also provides the capability to not only contract status from PCMA. This
Transformation Program is improving report progress, but the ability for functionality will be expanded over time
transparency and engaging external accelerated analysis and problem to allow external geotagging against the
stakeholders in governance. Given the resolution at the project/contract level, and projects.
Department’s Mission includes full analytics at the construction program
providing and managing quality level. For example, standardized causes of The PCMA is truly a joint effort, led
infrastructure, with a performance delays by entity (e.g. the Department, by the Undersecretary for Technical
target of percentage of projects another Agency or the Contractor) can be Services, Raul C. Asis, with key inputs
completed within time and budget, analyzed at the program level to determine from the Assistant Secretary for Visayas
efficient and effective project and ways to further improve the processes. and Mindanao operations, Dimas S.
contract management is at its very core. Consolidated performance can be Soguilon, the Business Improvement
A key improvement area, centered reviewed by Implementing Office, by Implementation Team and Joint
around this priority, is the new Project Contractor and even by Project Engineer. Application Development Team
and Contract Management Application consisted of representatives from the
or PCMA. In addition to improved In the future, this will provide total Bureau of Construction (BOC), the
processes and procedures, the PCMA transparency to all concerned, including
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Improving Project and Contract...(Continued from Page 1)

"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

Information Management Service

(IMS) and other concerned units
from the Central Offices, along
with representatives from the Regions. Action Photos During the PCMA Development and Pilot Trainings
The National Roads Improvement and
Management Project (NRIMP-II) Contracts), by Project by
Institutional Capacity Development The PCMA will replace and expand Administration, and monitoring of
(ICD), Project Management and upon the functionality of the current Right-of-Way under a separate
Coordination (PMC) Consultants also Project Monitoring System (PMS). The module.
assisted in the business analysis and PCMA is what is known as an enterprise  Standard code tables to ensure
facilitating the development of the -wide application, with a centralized assignment of only accredited
procedures and application. database, where “real-time” updates in Project Engineers and Material
the field that are immediately reflected Engineers, which provides a module
The PCMA effort is a great example to management. The PCMA provides the for management of these
that any successful technology-enabled Project Engineer with increased accreditations by the Bureau of
reform must include the proactive functionality to assist in project/contract Quality and Safety and the Bureau
involvement of the end-user. The management, versus merely providing a of Research and Standards,
PCMA’s Application User Coordinator reporting mechanism. respectively.
(AUC) and 2015 Rangya Awardee  Standard Pay Items will be online as
Melrose I. Pailma is a model of how the New Functionality! well, and maintained by the Bureau
primary office concerned must take the of Research and Standards. This will
lead of technology-enabled reforms. A New features of the PCMA, to name enable standard reporting of
Joint Application Development (JAD) a few, include the following: progress and also, in the long-term,
Team was also established, and provide historical bid-based data for
instrumental in ensuring that the PCMA  Enterprise-wide application that cost analysis and estimation.
met the Department’s needs. allows updating throughout the  eLog – electronic Engineer Log
month, up to the end-of-month Book is a simplified version of the
Highlights! reporting cut-off date. manual Engineer’s Logbook which
 Real-time data entry and data will strengthen project monitoring.
The use of PCMA will be required validation to ensure data quality and  Standardization of causes of delay
for 2016 projects onward. One of the enforce the policies, rules and reason codes, separating the causes
significant improvements is that Project regulations. by those within the Department’s
IDs will no longer have to be created for  Percentage completion and slippage control and those by other entities,
separate infrastructure types, instead, is calculated by the application which will enable greater analysis,
PCMA will enable the use of one Project based on accomplished Work Items problem resolution, and highlighting
ID, with multiple project components for reported. target areas for further
each infrastructure type, in line with  Ability to monitor by Contract improvement.
Department Order 11, series of 2015. (including Memoranda of
Agreement and Negotiated (Continued to Page 3)
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Improving Project and Contract...(Continued from Page 2)

The PCMA obtains planned Management

projects, along with targets, from the Offices and the
MYPS which is aligned with the Regional and
General Appropriations Act (GAA). The District
PCMA will also provide completed Engineering
project information to the Department’s Offices (DEOs)
infrastructure asset management system, Management and
the Road and Bridge Information Monitoring
Application (RBIA), to improve Engineers. A
warranty monitoring and aid in future similar module is
infrastructure planning. The Civil provided for
Works Registry (CWR), which contains projects by
Contractor profiles, will also be able to administration.
obtain information on completed
projects and contractor performance. Contract
Administration orders in order to keep management
The PCMA has six (6) main informed, monthly review reporting and
modules: Construction Program This module includes functionality periodic reporting of actual outputs based
Management, Contract Administration, to set up the contract in the PCMA. It on targets from the MYPS for
Contract Management, Projects by includes contract authorities for both the management and oversight reporting
Administration Management, Civil Contractor and the Department, and purposes.
Works Monitoring and PCMA ensures assignment of only accredited
Administration. Project Engineers and Material Civil Works Monitoring
Engineers. It also provides the tool for
Construction Program Management tracking performance securities, key This module is utilized for
events (e.g. contract start-up, monitoring and tracking of projects and
This module enables tracking of the termination and warranty monitoring) contracts. It is also used to generate
implementation of all projects, starting and variation orders. standard or custom reports and provides
with highlighting Not Yet Started (NYS) analytical tools.
projects from the MYPS Application, Contract Management
and tracks any reasons for delayed start. PCMA Administration
It then allows packaging of projects into This module is the primary
contracts and monitoring of contracts, management tool for the Project This module contains important
project by administration, Memoranda Engineers and Monitoring Engineers. It information pertaining to the use of the
of Agreements (MOAs), and includes the approved implementation application, together with different
Infrastructure Right-of-Way (IROW) for schedule, provides for an electronic libraries – one of which is the
any projects with an IROW component. Engineer Log Book (eLog) for capturing Construction Authority Library which is
of key information daily, reporting of used for maintaining records of accredited
In general, it provides overall actual work activities based on pay Project Managers, Project Engineers,
program monitoring that can be utilized items, preparation of any time Materials Engineers and Project
by management, the Bureau of suspensions and time variances, Inspectors. It also provides functionality
Construction, the Unified Project identification of potential variation
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Improving Project and Contract...(Continued from Page 3)

for BOC to maintain the data and they “found easier ways to
business rules, and for managing most effectively manage and monitor
of the code tables used throughout the all infrastructure civil works
application. projects and contracts under the
responsibility and accountability
Pilot Underway: Response from Users of the performers (referring to
themselves as the Engineers
“We learned the ability of the assigned).” It was positively
application for very accurate and fast added that, “once we use PCMA,
reporting.” This enthusiastic feedback we can easily load our
was received from the initial PCMA accomplishments and there will
Pilot trainings conducted. The PCMA be less pressure of changes since
Pilot Kick-Off Meeting and Part I of it is already inputted and
the PCMA Training was held on reported [through the PCMA Developers (Left to Right): Matthew Dominic F. Estive,
September 16-18 and 21-22, 2015; application].” Vladimary T. Payumo, Vanessa D. Masangkay, Sherwin P. Migriño,
which entailed the Construction Abdel Hamid E. Mala and Rubelyn M. Castillon
Program Management and Contract Next Steps core processes of an Infrastructure Agency
Administration Modules. This was is not without its challenges. That said, to
conducted for the Monitoring There will be more forthcoming date, those concerned have been embracing
Engineers of the four Pilot Offices – trainings for all Monitoring Engineers the change and excited about having a tool
Unified Project Management Office- on the first two (2) modules – that will actually help them manage
Roads Management Cluster I (UPMO- Construction Program Management contracts and projects, while at the same
RMC I) and three Pilot Regional and Contract Administration – in order time, provide timely management reporting
Offices (Regions V, VIII and XIII). for them to start setting-up and and improved analytics,” says Diane E.
This was also participated in by monitoring 2016 projects. In addition, Wacker, Project Manager for the NRIMP-II
Procurement Service, who will have a just-in-time training for Project ICD, on her enthusiastic insights on the
role in contract administration for Engineers is currently targeted in recent milestones of PCMA.
Central Office projects. A training/ January 2016.
worksession on September 26, 2015 Given the significant increase in the
with the Monitoring Engineers from The Future is NOW! Department’s infrastructure capital outlay
the Pilot Regions and Districts budget since 2011, while at the same time
followed in the same month in order to The PCMA further enables easier experiencing personnel reductions as part of
setup the data for the remainder of the data analysis and enhances the the Government’s Rationalization Plan,
pilot projects. Part II, which focused on monitoring of projects and contracts, having enabling technology to assist in
the Contract Management module for including geospatial information for contract management is critical. The PCMA
Project Engineers, was conducted on increased transparency and ease of use is clearly a strategic application and a
September 28-30 and October 1-2, by the public and other agencies tribute to the Secretary’s Transformation
2015. The integration to MYPS was concerned. Based on the recent Program.
also tested. progress of the utilization of PCMA
during the pilot testing, an evident A lot of hard work has gone into the
These activities have proven to be a appreciation by the stakeholders is development of improved processes and the
quick success for the application, with a being realized. “Change is never easy PCMA. The vision is now becoming a
participant stating that with the PCMA, and to change one of the most critical reality.
Business Improvement Implementation Project Joint Application Design
(BIIP) Team (JAD) Team Edited by Bryan D. Dalma
Communication Specialist
U/Sec. Raul C. Asis, Technical Services Asst. Director Aristarco M. Doroy, BOC PMC NRIMP-II ICD
A/Sec. Dimas S. Soguilon, Visayas and Mindanao Operations Melrose I. Pailma, BOC
Director Walter R. Ocampo, BOC Kenneth L. Ng, BOC A digital copy of this issue is available on the DPWH
A/Sec. Gilberto S. Reyes, Technical Services Benjamin A. Bautista, RMC I Intranet and Internet sites.
Director Virgilio C. Castillo, RM Cluster I, UPMO Lilibeth B. Rico, RMC II
For more information and details on the Department
Asst. Director Aristarco M. Doroy, BOC Cristina Luz R. Cacayan, Region XIII
reforms and projects, visit the website link below:
Milagros C. Manaysay, Planning Service Lloyd M. Cedro, Region XIII http://www.dpwh.gov.ph/about_us/reforms/
Melrose I. Pailma, BOC Ma. Jocelyn R. Bacual, NCR index.htm
Kenneth L. Ng, BOC Emy P. Abello, NCR
DE Erelina B. Santos, Tarlac 1st DEO Mariano N. Carbonell, Procurement Service
Rhalf B. Cawaling, IMS Rhalf B. Cawaling, IMS TAMBULI is a quarterly publication of the DPWH
Egan Louis J. Fajardo , IMS Egan Louis J. Fajardo, IMS Information Management Service (IMS) in support of
Ma. Jocelyn R. Bacual, NCR Francisco A. Silvano, Jr., IMS the Institutional Capacity Development Projects
Abdel Hamid E. Mala, IMS (ICD) and other IT-enabled Business Process
Vladimary T. Payumo, IMS Improvements (BPIs) of the DPWH with editorial
Diane E. Wacker, PMC business address at:
Mary Antoniette I. Cañada, PMC DPWH Head Office
Sherwin P. Migriño, PMC Information Management Service
G/F ICC Bui lding
Vanessa D. Masangkay, PMC Bonifacio Drive, Port Area, Manila