Republika ng Pilipinas

(Pambansang Pangasiwaan ng Patubig) Lungsod ng Quezon

RELEASED

JUL 'im

Office Address: National Government Center EDSA, Diliman, Quezon City, Philippines

Telephone Nos.: [02) 929-6071 to 78

Website: www.nia.gov.ph Telefax No. [632) 928-9343 TIN No. 000-916-415

MC No. J l . , s . 2019

MEMORANDUM CIRCULAR

TO THE SENIOR DEPUTY ADMINISTRATOR, DEPUTY ADMINISTRATORS, DEPARTMENT / REGIONAL / OPERATIONS / PROJECT MANAGERS, DIVISION MANAGERS AND ALL OTHERS CONCERNED

SUBJECT UPDATING OF REGIONAL OFFICE WEBSITES

Websi te contains specif ic informat ion of an agency or company . Moreover , it is the c o m m o n

source of informat ion, thus keeping the webs i te informat ive and updated is one way of giv ing

a better service to the agency 's c l ients/stakeholders.

In this regard, cont inuous enhancement and updat ing of the webs i te contexts to address the

requi rements of NIA's oversight agenc ies such as Depar tment of Budget and Management

(DBM) and Governance Commiss ion for Government O w n e d or Control led Corporat ions

(GCG) is our concern . The demands on regular webs i te post ing of reportorial requirements,

announcement , press conferences, ISO status, newsletter, corrupt ion prevent ion init iatives,

ci t izens' charter, provision in the Rev ised IRR of RA 9184 "Government Procurement Reform

Act" should be priorit ized and acted with urgency.

In this connect ion, you are hereby instructed to accompl ish the Webs i te Post ing Request

Form (NIA-AO-COR-MID- INT-Form02 Rev.01) and fol low the Webs i te Management Process

Flow indicated in the Annex A of MC 7 ser ies 2017 (at tached) regarding enhancement ,

updat ing and utDlpadnig*\>f all the above stated requi rements.

For corriErfian

GE^^flfiCAR Administ rator

VISAYA (Ret)

Date: C G - 3 . ( ^ - H

ANNEX A WEBSITE MANAGEMENT PROCESS FLOW

MID - Corplan

Provide Content Type

Write, Edit and Proofread Contents/Provide Contents

Review/Verify Contents and Request for Posting

Assign User’s Role

Approve Request for Posting

Published content/s

Provide copy of approved request

Review Contents and Recommend for Posting

Concerned Offices -

Staff

Concerned Offices -

Immediate Supervisor

Concerned Offices -

Manager

Web Content Manager

Planning, Design and Development

Update and Maintenance of Web Structures and Databases

Regional Office- IT Staff

ANNEX B WEBSITE MANAGEMENT ROLE MATRIX

Dep

artm

ent

Man

ager

CO

RP

LAN

- S

taff

Div

isio

n M

anag

er -

Pla

nn

ing

& P

rog

Pro

gram

min

g St

aff

Div

isio

n M

anag

er-M

ng'

t. In

fo

Info

Sys

tem

s D

evel

op

men

t C

hie

f

Info

rmat

ion

Tec

hn

olo

gy O

ffic

er II

Web

Mas

ter

Web

Co

nte

nt

Man

ager

Dep

artm

ent

Man

ager

IAS

- St

aff

Dep

artm

ent

Man

ager

Lega

l - S

taff

Dep

artm

ent

Man

ager

PA

IS -

Sta

ff

Co

mp

lian

ce O

ffic

er

TWG

- G

CG

Bo

ard

Se

cre

tary

Co

rpo

rate

Bo

ard

Sec

reta

ry -

Sta

ff

ACTIVITY Corporate Planning Services IAS Legal

Services PAIS1/ TWG

Corporate Board

Secretary

Frequency of Update

Planning and Design

Data/Information gathering C C C A I R I C C C

Assess available resources I A R R I

Identify content resources I A I R I

Establish roles and define deliverables C I A C I R I I I I

Create site map and data model I A R I

Perform system analysis I A R I

Design templates and database architecture I A R I

Design navigation and layout I A R I

Design home page and sub-page I A R I

Development

Manage content C A I R I

Manage database C A R R I

Design and develop modules and functions C A R I

Integrate with existing technology C A R R I

Perform testing C A I R I

Update and Maintenance

Data/Information gathering I I C A I R I I I I

Manage content C A I R I

Manage database C A R R I

Database backup C C A R I

Update modules and functions I A R I

Integrate with existing technology C A I R I

Update technology architecture C C A R I

Update application architecture C A C R I

Ensure website availability C A C R I I

Review and evaluate C A R I I

Content Management

1 Overview A R C I I I as needed

2 Power and Functions C C C I I I A R as needed

3 Vision, Mission, Objectives and Quality Policy

A R C C I I I I C I

as needed

4 Legislations C C C I I I C A R as needed

5 Offices and Functions C C C I I I A R as needed

6 Corporate Funds C C I I I I as needed

7 Personnel Complement C C I I I I as needed

8 Organizational Structure C C I I I I A R as needed

9 Project Preparation: NIS C C C I I I C as needed

10 Project Preparation: CIS C C C I I I C as needed

11 Construction of NISs C C C I I I C as needed

12 Construction of CISs C C C I I I C as needed

12 Operation and Maintenance of NISs C C C I I I C as needed

13 Institutional Development Program C C C I I I as needed

14 Rehabilitation and Improvement C C C I I I C as needed

15 Other Project Components C C C I I I C as needed

16 Irrigation Delivery C C C I I I as needed

17 Technical Assistance to LGU and other parties C C C I I I C as needed

18 List of Completed National Projects C C C I C I I Yearly

19 List of Completed Communal Projects C C C I C I I Yearly

20 List of National Ongoing Projects C C C I C I I Yearly

21 List of Communal Ongoing Projects C C C I C I I Yearly

22 Projects Profile: NIS C C C I I I I Yearly

23 Projects Profile: CIS C C C I I I I Yearly

24 Consultancy Services C R I I I I C C as needed

25 Office Spaces for rent I I I I as needed

26 Contacts – Directory I I I I A R as needed

TRANSPARENCY REQUIREMENTS

1 Annual Report I I C I I A R Yearly

2 Financial Accountability Report I I C I I Quarterly

3 Irrigation Program A R I I C I I Yearly

4 Financial Plan (BED No.1) I I C I I Yearly

5 Physical Plan (BED No.2) A R I I C I I Yearly

6 Monthly Disbursement Program (BED No.3) I I C I I Yearly

7 IDP and IMT Accomplishment I I I I Quarterly

8 Physical Status of Irrigation Projects C C I C I I Quarterly

9 Financial Status of Irrigation Projects (Status of Funds)

C I I I I

Quarterly

10 Annual Procurement Plan C I I I Yearly

11 Procurement Monitoring Report C I I I Quarterly

12 Corruption Prevention Initiatives C I I I as needed

13 NIA Charter A R C I I I as needed

14 Government Corporate Information Sheet (GCIS)

C I I I A R

Yearly

15 Complete listing of the Directors and Officers with attached resume, and their membership in Board Committees

C I I I

A R

Yearly

16 Compensation Package of Board of Directors and Officers

C I I I

A R Yearly

17 Information on Board Committees and their activities

C I I I

A R Yearly

18 Attendance record of Directors and their committee meetings

C I I I

A R Yearly

19 Latest Annual Audited Financial and Performance Report

C I I I

Yearly

20 Audited Financial Statements in the immediate past three years

C I I I

Yearly

21 Balance Sheet C I I I Quarterly

22 Income Statement C I I I Quarterly

23 Cash Flows C I I I Quarterly

24 Trial Balance C I I I Quarterly

25 Current Corporate Operating Budget C I I I Quarterly

26 All borrowings (Local and Foreign) guaranteed by the Government

C I I I

Quarterly

27 Government subsidies C I I I Quarterly

28 Any material risk factors and measures taken to manage such risks

C R

C I I I C A R

as needed

29 Performance Evaluation System (PES) C R C I I I C A R Quarterly

30 Performance Scorecards and Strategy Map C R C I I I C A R Yearly

31 Manual of Corporate Governance C R C I I I C A R as needed

32 Corporate Social Responsibility (CSR) Statement

C R

C I I I C A R

as needed

33 Balance Scorecard C R C I I I C A R Quarterly

34 Dividend Computations C I I I Quarterly

35 Dividends Paid C I I I Quarterly

36 Cash and Investment Balances C I I I Quarterly

37 Acquisition or Disposition of Assets C I I I Quarterly

38 Reports for the Annual Corporate Budget C I I I I Quarterly

39 News/Press Release C I I I A R Monthly

40 Invitation to Bids C I I I Daily

41 Career Opportunities I I I I C as needed

42 Civil Society Organizations C A R C I I I Yearly

43 Administrator’s Corner C I I I A R as needed

44 ISO Corner C C I I I A R as needed

45 Newsletter

I I I A R

Quarterly/ Yearly

46 National Anti-Drug Plan of Action I I I I C as needed

47 Status of Irrigation Development A R C I I I Yearly

48 Service and Irrigated Area of Irrigation Systems

C

C I I I

Yearly

CORPORATE GOVERNANCE SCORECARD (GCG MC NO. 2015-07)

I. Stakeholder Relationships C R I I R R Yearly

II. Disclosure and Transparency I I A R R R Yearly

III. Responsibilities of the Board I I C R C R A R Yearly

IV. Bonus C R I I C R A R Yearly

V. Penalty I I C C R A R R R Yearly

Legend: R R - Responsible A A - Accountable

C C - Consulted I I - Informed

Responsible - the person or people responsible for getting the job done.

Accountable - only one person can be accountable for each task.

Consulted - the people who are consulted and whose opinions are sought.

Informed - the people who are kept up-to-date on progress.

Note: 1/ - for Regional Offices Website, Public Relations Officer (PRO).

Dep

artm

ent

Man

ager

Pro

ject

Pla

nn

ing

Div

isio

n

Des

ign

& S

pec

. Div

isio

n

Co

nst

ruct

ion

Man

agem

ent

Div

isio

n

Dep

artm

ent

Man

ager

Syst

ems

Man

agem

ent

Div

isio

n

Equ

ipm

ent

Man

agem

ent

Div

isio

n

Inst

itu

tio

nal

Dev

elo

pm

ent

Div

isio

n

Dep

artm

ent

Man

ager

Acc

ou

nti

ng

Div

isio

n

Bu

dge

t &

Rev

enu

e D

ivis

ion

Cas

h D

ivis

ion

Dep

artm

ent

Man

ager

Gen

eral

Ser

vice

s

Hu

man

Res

ou

rces

Pro

cure

men

t an

d P

rop

erty

ACTIVITY Engineering

Department2/ Operation

Department2/

Financial Management Department2/

Administrative Department2/

Frequency of Update

Planning and Design

Data/Information gathering C C C

Assess available resources

Identify content resources

Establish roles and define deliverables I I I

Create site map and data model

Perform system analysis

Design templates and database architecture

Design navigation and layout

Design home page and sub-page

Development

Manage content

Manage database

Design and develop modules and functions

Integrate with existing technology

Perform testing

Update and Maintenance

Data/Information gathering I I I

Manage content

Manage database

Database backup

Update modules and functions

Integrate with existing technology

Update technology architecture

Update application architecture

Ensure website availability

Review and evaluate

Content Management

1 Overview as needed

2 Power and Functions as needed

3 Vision, Mission, Objectives and Quality Policy

as needed

4 Legislations as needed

5 Offices and Functions as needed

6 Corporate Funds A R C as needed

7 Personnel Complement A R as needed

8 Organizational Structure C R as needed

9 Project Preparation: NIS A R R as needed

10 Project Preparation: CIS A R R R as needed

11 Construction of NISs A R R R R C as needed

12 Construction of CISs C A R R R C as needed

12 Operation and Maintenance of NISs C A R R R C as needed

13 Institutional Development Program C A R C as needed

14 Rehabilitation and Improvement C A R R R as needed

15 Other Project Components C A R R R as needed

16 Irrigation Delivery C A R R R as needed

17 Technical Assistance to LGU and other parties C A R R R as needed

18 List of Completed National Projects A I I R I Yearly

19 List of Completed Communal Projects R A R I I I Yearly

20 List of National Ongoing Projects A I I R I Yearly

21 List of Communal Ongoing Projects R A R I I I Yearly

22 Projects Profile: NIS A R Yearly

23 Projects Profile: CIS A R I I Yearly

24 Consultancy Services C C C A R as needed

25 Office Spaces for rent A R as needed

26 Contacts - Directory C as needed

TRANSPARENCY REQUIREMENTS

1 Annual Report Yearly

2 Financial Accountability Report A R Quarterly

3 Irrigation Program Yearly

4 Financial Plan (BED No.1) A R Yearly

5 Physical Plan (BED No.2) Yearly

6 Monthly Disbursement Program (BED No.3) A R Yearly

7 IDP and IMT Accomplishment C A R Quarterly

8 Physical Status of Irrigation Projects C R A R Quarterly

9 Financial Status of Irrigation Projects (Status of Funds)

A R

Quarterly

10 Annual Procurement Plan A R Yearly

11 Procurement Monitoring Report A R Quarterly

12 Corruption Prevention Initiatives A R as needed

13 NIA Charter as needed

14 Government Corporate Information Sheet (GCIS)

Yearly

15 Complete listing of the Directors and Officers with attached resume, and their membership in Board Committees

Yearly

16 Compensation Package of Board of Directors and Officers

Yearly

17 Information on Board Committees and their activities

Yearly

18 Attendance record of Directors and their committee meetings

Yearly

19 Latest Annual Audited Financial and Performance Report

A R

Yearly

20 Audited Financial Statements in the immediate past three years

A R

Yearly

21 Balance Sheet A R Quarterly

22 Income Statement A R Quarterly

23 Cash Flows A R Quarterly

24 Trial Balance A R Quarterly

25 Current Corporate Operating Budget A R Quarterly

26 All borrowings (Local and Foreign) guaranteed by the Government

A R

Quarterly

27 Government subsidies A R Quarterly

28 Any material risk factors and measures taken to manage such risks

as needed

29 Performance Evaluation System (PES) Quarterly

30 Performance Scorecards and Strategy Map Yearly

31 Manual of Corporate Governance as needed

32 Corporate Social Responsibility (CSR) Statement

as needed

33 Balance Scorecard Quarterly

34 Dividend Computations A R Quarterly

35 Dividends Paid A R Quarterly

36 Cash and Investment Balances A R Quarterly

37 Acquisition or Disposition of Assets A R Quarterly

38 Reports for the Annual Corporate Budget R R R R R R A R Quarterly

39 News/Press Release Monthly

40 Invitation to Bids R R R R A R Daily

41 Career Opportunities A R as needed

42 Civil Society Organizations Yearly

43 Administrator’s Corner as needed

44 ISO Corner as needed

45 Newsletter

Quarterly/ Yearly

46 National Anti-Drug Plan of Action A R as needed

47 Status of Irrigation Development Yearly

48 Service and Irrigated Area of Irrigation Systems

C C C R A R R R

Yearly

CORPORATE GOVERNANCE SCORECARD (GCG MC NO. 2015-07)

I. Stakeholder Relationships R R R R A R R R R R Yearly

II. Disclosure and Transparency Yearly

III. Responsibilities of the Board Yearly

IV. Bonus C R R R C R R R R R Yearly

V. Penalty Yearly

Legend: R R - Responsible A A - Accountable

C C - Consulted I I - Informed

Responsible - the person or people responsible for getting the job done.

Accountable - only one person can be accountable for each task.

Consulted - the people who are consulted and whose opinions are sought.

Informed - the people who are kept up-to-date on progress.

Note: 2/ - for Regional Offices Website, equivalent offices with the same functions.