TERMS OF REFERENCE
DEVELOPMENT OF THE PLANNING AND MONITORING ONLINE SYSTEM OF THE
DEPARTMENT OF TOURISM
Planning Service
Department of Tourism
1.

Background
The Planning Service is one of the services of the Department of Tourism tasked,
among others, to review and monitor the implementation of the Programs,
Activities and Projects (PAPs) of the various operating units of the DOT with its
overall function and mandate in the attainment of the DOT’s organizational
outcome.
On March 17, 2020, President Rodrigo Duterte issued Proclamation No. 929
which: (a) declared the whole Philippines under a State of Calamity for a period ofsix (6) months from 16 March 2020; and (b) imposed an Enhanced Community
Quarantine (ECQ) throughout the island of Luzon due to the COVID-19 pandemic.
The declaration prompted various work arrangements such as skeleton workforce
and work from home arrangement, among others. Relatedly, the ECQ has
highlighted the pressing need of an improvement on the ICT requirement of thegovernment in providing its services.
In view thereof and in anticipation of the New Normal Scenario once the ECQ has
been lifted, the DOT is in need of a Service provider specializing in thedevelopment of Management Information System (MIS). The company willdevelop the Planning and Monitoring Online System (PMOS) which will help inmonitoring the implementation of PAPs, as well as, submission of accomplishment
reports. The PMOS shall be consistent with the DOT’s Quality Management
System procedures namely: (1) Monitoring Control Procedure, and (2) Planning
Control procedure. Moreover, reportorial requirements for submission to various
oversight agencies such as DBM and COA will be complied. The system shallgenerate documents such as, but not limited to, Work and Financial Plan (WFP),
Physical Plan (BED 2), Physical Performance Report (BAR 1), Report on
Government Programs, Projects and Activities (GPPA), and Accomplishment
Report.

2.

Scope of Work / Requirements
The professional service provider shall be in charge of the following tasks:
2.1 Build a Web-based PMOS compatible with the existing
hardware/software being utilized by the DOT, while fulfilling the current
needs and allowing expansion in the future.

(As of 15 June 2020)1

2.2 The system shall be based on agile development.
2.3 Consolidate documents into a single system where data will benormalized.
2.4 The DOT Planning Service and Information Technology Division will be
the overall administrators of the system.
2.5 Validation of data entry forms to ensure the accuracy of data being
entered in the system.
2.6 The system is aligned with the existing Planning and Monitoring and
Evaluation Procedures of the DOT.
2.7 Provide necessary trainings to DOT employees and systemadministrators to ensure the efficient use of the system.
2.8 Users, Access, and Security Feature
2.8.1 Users – Users are DOT Officials and employees with thefollowing roles:
2.8.1.1 Super Administrator - pertains to global
administrator of the system handling maintain and trouble
shooting.
2.8.1.2 Administrators – This pertains to Planning Service
and Information Technology Division
2.8.1.3 Planning Division and Monitoring Division – thispertains to the two divisions in the Planning Service in chargeof reviewing the submission of Delivery Units
2.8.1.4 Financial Management Service Director – thispertains to the Financial and Management Service who
review the financial portion of the Work and Financial Plan of
the Delivery Units.
2.8.1.5 Planning Service Director – this pertains to the Headof Planning Service
2.8.1.6 Sector Head – this pertains to the Head of the
Sectors.
2.8.1.7 Delivery Unit Head – this pertains to the Heads ofDelivery Units and Heads of Attached Agencies
2.8.1.8 Operating Unit Head – this pertains to the Heads ofOperating Units
2.8.1.9 Budget Officer – this pertains to the Budget Officer or
equivalent role of the Operating Units and Attached Agencies
2.8.1.10 Planning Officer – this pertains to the Planning
Officer or equivalent role assigned to the Operating Units andAttached Agencies(As of 15 June 2020)

2

2.8.1.11 Encoder – this pertains to staff that encodes the
documents
2.8.1.12 Office of the Secretary – this pertains to the Officeof the Secretary
2.8.1.13 Assistant Secretary for Administration and
Finance – this pertains to the Assistant Secretary for
Administration and Finance2.8.1.14 Undersecretary for Administration and Finance –this pertains to the Undersecretary for Administration and
Finance
2.8.1.15 Chief of Staff – this pertains to the Undersecretaryfor Administration and FinanceNote: The system shall have a provision to add/delete/disable/archive Users.
2.8.2 Access – All users will access the system through the internet.
Users will access the system using email address and password.
They must be authenticated, and access rights are based on theirroles.
2.8.2.1 Administrators – can access the entire system
2.8.2.2 Monitoring Division – can review all documents
endorsed by Sector Head. Can endorse the WFP to Financial
Management Service Director (note: Monitoring Division can
only endorse WFP to Planning Service Director once it isendorsed back by Financial Management Service Director).
All other documents need not pass to Financial Management
Director.
2.8.2.3 Planning Division - can review, return, and generate
Accomplishment Reports submitted by all Delivery Units andAttached Agencies as vetted by their respective Sector Head
and/or Head of Attached Agencies.
2.8.2.4 Financial Management Service Director – canreview the WFP endorsed by Monitoring Division. Can
endorse to Monitoring Division the WFP once everything iscomplied.
2.8.2.5 Planning Service Director– can endorse all
documents as endorsed by Monitoring Division.
2.8.2.6 Sector Head – can review and endorse all
submissions of Delivery Unit Head
2.8.2.7 Delivery Unit Head – can endorse to Sector Head all
documents that are submitted by Delivery Unit Head
2.8.2.8 Operating Unit Head – can endorse the Work and
Financial Plan submitted by Budget Officer
2.8.2.9 Budget Officer – can review all documents preparedby Planning Officer(As of 15 June 2020)

3

2.8.2.10 Planning Officer– can review the documents
prepared by Encoder
2.8.2.11 Encoder – can create and encode documents
2.8.2.12 Office of the Secretary – can approve the WFP
2.8.2.13 Assistant Secretary for Administration and
Finance – can endorse WFP to Chief of Staff
2.8.2.14 Undersecretary for Administration and Finance –can approve BED 2, BAR 1, GPPA
2.8.2.15 – Chief of Staff – can endorse to Office of theSecretary the WFP for approval
2.8.3 Access Rights on the system shall be based on multilevelrights but must be flexible or editable to all roles and on thefollowing definition:
2.8.3.1 Encode – can create documents
2.8.3.2 Edit – can edit contents of created documents
2.8.3.3 Review – can input comment on the documents
requested to be reviewed
2.8.3.4 Return – can return the document once there arecomments
2.8.3.5 Endorse – can endorse documents
2.8.3.6 Approve – can approve/disapprove the documents
on any changes in the document. (e.g. approval of reports)
2.8.3.7 Generate – can generate reports

Responsible
PersonEncodeEdit

Administrator

X

X

Review Return Endorse Approve Generate
X

X

X

Office of theSecretary

X

X

Chief of Staff

X

X

X

Planning
Service Director

X

X

X

Assistant
Secretary for
Administration
and Finance

X

X

X

Undersecretaryfor
Administration

X

X

X

(As of 15 June 2020)

X

X

X

4

and FinanceMonitoring
Division

X

X

X

Planning
Division

X

X

X

Financial
Management
Service Director

X

X

X

Sector Head

X

X

X

X

Delivery Unit
Head

X

X

X

X

Operating Unit
Head

X

X

X

X

Budget Officer

X

X

X

X

Planning Officer

X

X

X

X

EncoderX

Note: Proposed Access Rights are tentative and may vary during the consultation
process on the development of the PMOS. Further, access rights can only be used atcertain levels only. Further, access rights and roles can be edited.
Security Feature to ensure that the users can only access the system based on theirroles. Unauthorized users shall not be able to access the system.
3.

Features

3.1 General Features
Web-enabled system compatible with any web browser, including old browsers (ex.
Google Chrome, Microsoft Edge, etc.). Further, it must be compatible with mobiles
and tablets
3.1.1 Automatic sending of notices during encoding period.
3.1.2 Documents can be encoded at certain period only as determined byadministrator
3.1.3 Documents could be generated whenever needed
3.1.4 There should be a chat/ dialogue box
3.1.5 Regular database and system backup compatible with the DOT system.
Moreover, there should be an incremental backup for database and program
3.1.6 Elements of documents can be edited(As of 15 June 2020)

5

3.1.7 End-user can add reports that maybe required by oversight agencies. The
report format must be flexible enough to be customize, update, revise and easy touse.
3.1.8 Documents can be generated in PDF, excel and CSV format
3.1.9 A unique QR code must be generated for every document generated
3.1.10 User Interface (UI)
3.1.10.1 The UI will be divided into key sections: heading, navigation,
and working area. The design of the UI will depend on the preference
and convenience of the end user.
3.1.10.2 The UI will feature a central area/ home screen that acts as
the hub of the application, and this will be the first screen that theuser is presented with after they have logged in. This feature willcontain the main navigation options and menus to allow access tothe main functions of the system.
3.1.11 Technology to be used shall be compatible with existing DOT software andhardware infrastructure and shall be consulted with the ITD.
3.1.12 Provision of Audit Trail to include data analytics such as, but not limited to,data and statistics on how many times the system was accessed, who accessed
the system, and others which will be agreed upon between the end user andwinning bidder..
3.2 Specific Features:● The proposed process flow of the system can be revised during the developmentof the system.
● For reference, attached are the templates of each documents.
3.2.1 Work and Financial Plan (WFP)
Must have the following elements on the heading of the Work and Financial Plan:● Office● Division● Overall objectives of the office● Overall objectives of the Division● Overall objectives of the program● Budget per office / program
Must have the following columns:● Activities● Projects● Project objectives● Date of Implementation● Quarterly project cost
● Total project cost
● Outcome indicator targets● Outcome indicators● Output indicator targets(As of 15 June 2020)

6

●
●
●
●
●
●

Output indicators
Gender and Development issues
Gender and Development outcome indicators targets
Gender and Development outcome indicators
Gender and Development output indicators targets
Gender and Development output indicators

The work and financial plan flow are as follows:● The encoder shall create the document;● The planning officer shall review the WFP created by encoder;● The budget officer shall review the WFP after planning officer reviewed the
document;● The head of operating unit shall endorse the WFP to the head of office;● The head of office shall endorse the WFP to the head of the sector;● The head of sector shall endorse the office / division WFP to the Monitoring
Division;● The Monitoring Division shall review the submission of office / division whileat the same time, the FMS shall review the finance side of the WFP;● The Planning Service shall endorse the WFP to Assistant Secretary for
Administration and Finance;● The Assistant Secretary for Administration and Finance shall endorse WFP to
the Chief of Staff;● The Chief of Staff shall endorse the WFP for approval;● The Office of the Secretary shall approve the WFP;● The Planning Service shall generate the WFP.
3.2.2 Physical Plan (BED 2)
Must have the following elements on the heading of the BED 2:● Office● Division● Year● Must have the following columns:● Outcome indicators;● Output indicators;● Current Year’s Accomplishmentso Actual (January to September)o Estimate (October to December)o Total (Actual + estimate)● Physical Targets (next fiscal year)
o 1st Quartero 2nd Quartero 3rd Quartero 4th Quartero Total (sum of 1st to 4th quarter)● Variance (Total physical targets – total current year’s accomplishments)(As of 15 June 2020)

7

● Remarks
The BED 2 flow are as follows:● The encoder shall create the document;● The planning officer shall review the document created by encoder;● The budget officer shall review the BED 2 after planning officer reviewed the
document;● The head of office shall endorse the BED 2 to the head of the sector;● The head of sector shall endorse the office / division BED 2 to the Planning
Service;● The Monitoring Division shall review and consolidate the submission of office/ division;● The Planning Service shall endorse the BED 2;● The Undersecretary for Administration and Finance shall approve the BED 2● The Planning Service shall generate the BED 2.
Note:● All BED 2 must be collated and generated into one single report of the
Department● Targets must be an input of the BAR 1 and cannot be edited once approved
3.2.3 Physical Report of Operations (BAR 1)
Must have the following elements on the heading of the BAR 1:● Office● Division● Quarter PeriodMust have the following columns:● Outcome and Output Indicators;● Physical Targets (note: this column must be based on BED 2)
o 1st Quartero 2nd Quartero 3rd Quartero 4th Quartero Total● Physical Accomplishmentso 1st Quartero 2nd Quartero 3rd Quartero 4th Quartero Total● Variance (Total physical accomplishment – total targets)● Reason for over/underperformance
The BAR 1 flow are as follows:(As of 15 June 2020)8

● The encoder shall create the document;● The planning officer shall review the document created by encoder;● The budget officer shall review the BAR 1 after planning officer reviewed the
document;● The head of office shall endorse the BAR 1 to the head of the sector;● The head of sector shall endorse the office / division BAR 1 to the Planning
Service;● The Monitoring Division shall review and consolidate the submission of office/ division;● The Planning Service shall endorse the BAR 1;● The Undersecretary for Administration and Finance shall approve the BAR 1● The Planning Service shall generate the BAR 1.
Note: All BAR 1 must be collated and generated into one single report of the
Department
3.2.4 Report on Government Programs, Projects and Activities (GPPA).
Must have the following elements on the heading of the GPPA:• Office• Division• Quarter PeriodMust have the following columns:● Project Name
● Contract ID number● Location of project● Total costo Original costo Revised cost
● Reason for revision of cost
● Contractor’s / supplier’s name● Date started● Target completion dateo Original completion dateo Revised completion date
● % of completion● Total cost to date
● Reason for delayed completion● Remarks
The GPPA flow are as follows:● The encoder shall create the document;● The planning officer shall review the document created by encoder;● The budget officer shall review the GPPA after planning officer reviewed
the document;● The head of office shall endorse the GPPA to the head of the sector;(As of 15 June 2020)9

● The head of sector shall endorse the office / division GPPA to the
Planning Service;● The Monitoring Division shall review and consolidate the submission of
office / division;● The Planning Service shall endorse the GPPA;● The Undersecretary for Administration and Finance shall approve the BED
2● The Planning Service shall generate the GPPA.
Note: All GPPA must be collated and generated into one single report of the
Department
3.2.2.5 ACCOMPLISHMENT REPORT
Must have the following elements on the heading of the GPPA:• Office• Division• Quarter PeriodMust have the following columns:● Program● Project● Activities● Major Accomplishments● Initiative/s on Sustainability● Partnerships Developed/Forged/Established● If Applicable:○ Volume/Number for the __ Quarter○ Increase/Decrease (Comparison with previous quarter of previous
year)○ Factors for increase/decrease○ Total Number of Participants■ Male■ Female○ Others
Must have the following rows:● Standards and Enforcement Program● Market and Product Development Program● Tourism Policy and Planning Program● Tourism Industry Training● GASS● STO● Others
The Accomplishment Report flow is:● The encoder shall create the document;● The planning officer shall review the document created by encoder;(As of 15 June 2020)10

● The Director/Regional Director/Head of Attached Agency shall approve
the Accomplishment Report prepared by their office● The Head of Sector/Agency shall vet the Accomplishment Report● The Planning Service shall consolidate the reports● The Director of Planning Service shall endorse the report to theUndersecretary for Administration and Finance● The Undersecretary for Administration and Finance shall endorse thereport to the Office of the Secretary for Approval● The Office of the Secretary shall approve the Accomplishment Report

4.

Deliverables
4.1 A secured and responsive web design system used to generate, and manage
the documents such as, but not limited to, WFP, BED 2, BAR 1, GPPA,
Accomplishment Reports. The system must be compatible with the existing
hardware, software and operating system of the DOT as well as accessible inmulti-browsers and multi-platforms. The system must have a secure socket layer(SSL) for improve security.
4.2 Production of a detailed specification of the system before development toensure that any major issues are caught at an early stage;
4.3 The completed system must be configured and installed in the designatedserver;
4.4 One year free support for all users and administrators of the system. This will
provide direct phone and email support for users (both technical and end-user
queries) after user acceptance;
4.5 A project team composed of the following: one (1) Team Leader, one (1) Data
Analyst, one (1) Database Administrator, two (2) Programmers/ Graphic Designer,and one (1) QA Tester who will be assigned for the DOT to deal with any issues
or questions.
4.6 Technical documentation for the application, vital for the ongoing maintenanceand development of the system;
4.7 Users Training shall be conducted to adequately train the users inunderstanding the basics on how the application system works and imparttechnique for troubleshooting of hardware and network connection. In addition,
there should be a “trainer’s training” for systems administrators for a core pool of
DOT trainers. All training materials, user’s manual, systems manual shall be
provided by the Supplier. Travel expenses, hotel accommodations, perdiem/honoraria, etc., of their employees shall be shouldered by the winning bidder.
In addition, should the training be conducted virtually/online, the cost for the virtual(As of 15 June 2020)11

training, such as communication expenses, plaftform to be used, etc. shall beshouldered by the winning bidder.
4.8 Delivery of approved specification which will include a detailed meeting todiscuss requirements and the creation of a detailed specification document,
outlining both functional and technical details of the system. Approval shall be
required prior to addition and customization of the system.
4.9 Delivery of ALPHA version of the system which will contain all the major
elements of the system to allow the follow through of Planning and Monitoring
Control Procedures, as they would be on the final version. The Alpha version shallbe subject to Pilot Testing. The project officer shall determine the office/ unit thatwill participate in the pilot testing.
4.10 Completion report including transfer of all source codes and licenses to theDOT.
4.11 Provide 3 sets of hard and soft copy of the documentation of the system, toinclude: policies, procedures, user manual, operations manual, administrators
manual, and Frequently Asked Questions manual
4.12 Warranty of one year after turn over to include fixing bugs and errors of the
deployed system, inclusion of any enhancements that may be required. Additional
one-year service warranty for the maintenance of the system total of 2-year
warranty period after turn over.
4.13 Delivery of the BETA version of the system which will contain all the featuresand functionality as outlined in the agreed specification.
4.14 Formulate test strategies for all areas of the system based on the needs ofthe system, and the strategies will be built into the project plan.
4.15 Provision to update the system’s libraries.
4.16 Technical documentation for the application, vital for the ongoing
maintenance and development of the system;
Ongoing support to include:● Support for technical and end-user queries. This includes phone and email
support during office hours (09:00 – 6:00 Monday to Friday)● Provision of immediate on-site support for issues classified as critical.
● Provision of four (4) hours service level agreement (SLA) for system related
concerns.
● Monthly SQL Server Health Check, which ensures the MySQL Server isoperating in optimum condition, and includes testing backups to ensure they(As of 15 June 2020)12

are restored correctly, running traces to identify bottlenecks and improve
efficiency etc.
● Must have a dedicated personnel who will resolve issues encountered in thesystem.
5.

Duration: Until December 31, 2020

6.

Project Investment/Approved Budget for the Contract (ABC):
The chosen system provider shall be paid the amount of Three Million Pesos (Php
3,000,000.00) inclusive of all applicable taxes in accordance with the government
procedure and based on the following tranches of the development of the system:
Reference of Payment

AmountProvision of requirement analysis

20%

Delivery and approval of specifications as well as
the Alpha Version of the system (Application is
working but needs testing for functionality)

30%

Delivery of Beta Version – look for additional
functionality

30%

100% completion of the project, Training of users
and endorsement of Manual and Source Code10%

Retention Fee

10%

Note:
● If the man-days will exceed, no additional cost shall be charged to the DOT.
● Service provider shall submit Terminal Report and/or other requirements
requested by the end-user (if applicable), prior to the processing of payment.
● Training Certificates shall be issued five (5) working days after the conduct of the
training.
7.

Suppliers Qualification and Profile
7.1 Qualifications of the Company

The Supplier must be a reputable Information Technology Firm with at least five (5) years
business operation in the design, development, implementation and maintenance ofManagement Information System. Must have at least 3 projects in the public sector overthe past 3 years.
7.2 Qualifications of Team Members
The Team Members should have the following skills and qualifications;(As of 15 June 2020)13

Required Personnel

Minimum Years of Other requirements
Experience inhandling related
projects

Team Leader

5 years

Attended 3 relevant trainings forthe past 3 years

Data Analyst

3 years

Must have a degree on in
Computer Science,
Data/Information Management,
Advanced Statistical Analysis,
Information Technology, andSoftware Engineering or otherrelated fields
Attended 1 relevant trainings forthe past 3 years

Database Administrator

3 years

Must have a degree in Computer
Science, Data/Information
Management, Advanced
Statistical Analysis, Information
Technology, and Software
Engineering or other related
fieldsAttended 1 relevant trainings forthe past 3 years

Programmer/ Graphic
Designer

3 years

Must have a degree in Computer
Science, Data/Information
Management, Advanced
Statistical Analysis, Information
Technology, and Software
Engineering or other related
fieldsAttended 1 relevant trainings forthe past 3 years

QA Tester(As of 15 June 2020)

3 years

Must have a degree in Computer
Science, Data/Information
Management, Advanced
Statistical Analysis, Information
Technology, and Software
Engineering or other related
14

fields
Attended 1 relevant trainings forthe past 3 years
Note: Bidders may provide additional personnel deemed fit for the team. Further
bidder must submit proof that they meet the qualifications indicated herein(example: list of relevant projects, training certificate, diploma, etc.)
8.

Contact Persons
MERLYN Q. BAALOIC-Chief, Monitoring Division
Project Officer

ORLANDO BRYAN DU
Planning Officer II
Assistant Project Officer

Contact number: 09179735476 | 459-5200 local 418
Contact email: dot.monitoringdivision@gmail.com | oddu@tourism.gov.ph(As of 15 June 2020)15