eNGAS_Circular_Draft-revisedlpc11272010

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					                                 Republic of the Philippines
                             COMMISSION ON AUDIT
                             Commonwealth Avenue, Quezon City 0880




 CIRCULAR                                         NO           :    2011 -__________
                                                  DATE         :



 TO             : All Heads of Departments, Bureaus, Offices, Agencies and
                  Instrumentalities of the National Government, Heads of Local
                  Government Units, Managing Heads of Government-Owned and
                  Controlled Corporations, COA Officials and Employees and All
                  Others Concerned

 SUBJECT        : Guidelines on the Resumption of the Rollout of Electronic New
                  Government Accounting System (eNGAS) and Electronic Budget
                  System (eBudget System)

1.0   POLICY STATEMENT

      The Commission upholds improved public governance, effective accountability and enhanced
      transparency through the installation and implementation of the electronic New Government
      Accounting System (eNGAS) and its related operating systems throughout the government.

2.0   RATIONALE

      2.1   Government activities and transactions are complex and voluminous and information
            technology becomes crucial to the attainment of an effective, efficient and productive
            public service.

      2.2   The eNGAS is an accounting software that promotes correct, reliable, complete and
            timely recording of government financial transactions. It automates the generation of
            needed reports in accordance with the New Government Accounting System (NGAS)
            and is totally aligned to the current NGAS.

      2.3   The electronic Budget System (eBudget System) records and keeps track budget-related
            transactions (allotments, sub-allotments, obligations incurred/expenditures, expenses,
            and adjustments to allotments and obligations) and facilitates the monitoring of the status
            and balances of these allotments and obligations and the generation of budget reports. It
            complies with the basic policies and procedures of the NGAS.

      2.4   As provider of the eNGAS and eBudget System to government agencies and
            instrumentalities, COA is committed to support the latter’s needs relative to these
            software and to sustain the continued use of these software.

      2.5   In response to changes in technology and the resolution of implementation
            issues/concerns, COA came up with an enhanced version which has passed quality
            assurance and pilot tests. COA has also updated stored procedures of the eBudget
            System to resolve implementation issues/concerns raised by user government agencies.



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      2.6   This Circular is issued pursuant to Commission on Audit (COA) Resolution No. 2010-
            010 dated November 15, 2010 on the resumption of the rollout of the latest version of
            eNGAS and eBudget System.

3.0   COVERAGE

      3.1   All government agencies and instrumentalities shall be encouraged to implement the
            eNGAS and eBudget System in their respective jurisdiction and lower level
            organizational units with complete set of books in coordination with COA, as follows:


                           From                     To
                       (Higher Level)           (Lower Level)

                  Department (Office of    Regional offices,
                  the Secretary/Head       bureaus, district/field
                  Office)                  offices

                  Big Bureau (Bureau       Regional offices, field
                  with Regional Offices)   offices

                                           Regional offices, field
                  GOCC (Head Office)
                                           offices, subsidiaries

      3.2   Capacity building through training on the functionalities and technicalities of eNGAS
            and eBudget System shall be conducted by COA for the personnel of the higher level
            government agencies, and if necessary and upon request, for the personnel of the lower
            level organizational units with complete set of books.

4.0   PROJECT SERVICES

      4.1   The following services shall be provided by COA:

            4.1.1 Rollout/Installation, which includes        upgrade   for   existing    users,   of
                  eNGAS/eBudget System software

                  a.   Supervision in the proper conversion of client-agency’s existing account
                       balances, databases and other related data

                  b.   Installation of the latest version of eNGAS and eBudget System software

                  c.   Assistance and monitoring of the results of the rollout/implementation
                       Project.

            4.1.2 Capacity Building/Training

                  a.   To ensure proper transfer of knowledge, provide information on the use of
                       the application systems, raise awareness and gain support for the Project,
                       capacity building through training of the client-agency personnel shall be
                       conducted by COA.




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      4.1.3 Technical and Maintenance Support

           a.   During the Installation and Warranty Period

                The following technical and maintenance support services shall be rendered
                by COA to the client-agency during the installation and warranty period:

                (i)     Curative services, which includes identification, testing and diagnosis
                        of any reported fault in the software; the carrying out of
                        remedial/preventive measures and actions; and assistance in software
                        recovery in case of major system crash and database failure

                (ii)    Help Desk Support Services (between 9:00 a.m. and 4:00 p.m. at
                        ito.engashelpdesk@coa.gov.ph)

                (iii)   On-Site Support during regular office hours

           b.   After the Warranty Period

                (i)     Technical and Maintenance Support Service after the warranty period
                        may be provided by COA to the client-agency, subject to the
                        agreement with the client-agency.

           c.   Excepted Services

                (i)     Excepted services include, but not limited to, the diagnosis of a fault
                        in the software resulting from:

                           improper/incorrect use, operation or neglect of the users;

                           any repair, adjustment, alteration or modification of the
                            application system by any person other than COA without
                            COA’s prior written consent; and

                           beyond the control of COA, including, but not limited to, defects
                            in software of third parties.

                (ii)    In cases where COA has determined that the issue/problem notified
                        by the client-agency falls under the excepted services, COA shall
                        advise the client-agency on the cause of the issue/problem and may
                        correct or assist in resolving the issue/problem subject to the levying
                        of additional charges.

4.2   Warranty Period

      4.2.1 A warranty period of one (1) year shall be provided for the eNGAS/eBudget
            System software installed by COA.

      4.2.2 The warranty period shall commence from the date the Certificate of Software
            Acceptance has been issued by the head of the agency or his/her authorized
            representative.




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      4.3   Schedule and Duration

            4.3.1 Client-agencies availing of the installation/implementation of the latest version of
                  eNGAS/eBudget System shall be scheduled on a first-come, first-serve basis.
                  Only those that have complied with all the pre-installation requirements shall be
                  included in the priority list.

            4.3.2 The upgrading of eNGAS presently installed in government agencies to the latest
                  version shall be completed in two (2) months at the maximum, depending on the
                  size of the client-agency.

            4.3.3 The Rollout/Installation for new installations shall be covered by a Memorandum
                  of Agreement (MOA) and completed in three (3) months at the maximum,
                  depending on the size of the client-agency. Any extension of the rollout duration
                  shall be the subject of an amendment to the MOA earlier executed by and between
                  the client-agency and the COA.

5.0   COST OF INSTALLATION AND OTHER SERVICES

      5.1   Service fees for the rollout/installation by a COA Rollout Team shall be collected from
            the client-agencies, to be determined by the COA Project Steering Committee for
            approval by the COA Chairman.

      5.2   The cost of supplies and materials, honorarium and other expenses that may be incurred
            in eNGAS/eBudget System-related training of officials and employees of the client-
            agency; technical and maintenance support services after the warranty period, and
            excepted services shall be billed to/paid by client-agencies separately.

6.0   IMPLEMENTATION PROCEDURES

      6.1   The rollout/implementation of the latest version of eNGAS and eBudget System may be
            carried out as follows:

            6.1.1 With COA assistance – rollout/implementation of the latest version of eNGAS,
                  and eBudget System in head/main offices of client-agencies (departments, big
                  bureaus, provinces, cities, and/or GOCCs) shall be conducted by COA.

            6.1.2 Without COA assistance – after having successfully implemented eNGAS and
                  eBudget System with COA assistance, departments, big bureaus and GOCCs are
                  encouraged to roll out/implement the application systems in their respective lower
                  level organizational units with complete set of books, as listed in Section 3.1, and
                  to formulate their respective strategies to ensure successful implementation of the
                  COA-developed application systems.

      6.2   The following procedures shall be observed for the rollout/implementation of the latest
            version of eNGAS, and eBudget System with COA assistance.

            6.2.1 Pre-Installation

                  a.   All government agencies availing of the installation/implementation of
                       eNGAS/eBudget System shall be required to comply with the minimum

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           technical and data requirements prescribed by the Commission. Compliance
           with the minimum requirements by client-agencies that have signed
           Engagement Letters but have not yet been installed the eNGAS/eBudget
           System software and those that have passed the evaluation prior to the
           suspension of the rollout in CY 2008 shall be revalidated by COA.

      b.   The terms and conditions on the scope of work, project duration, project cost,
           roles and responsibilities of the parties, and all other agreements by and
           between the COA and the client-agency shall be set forth in a Memorandum
           of Agreement (MOA) to be signed by the heads of the agencies concerned or
           their designated representatives.

      c.   The MOA between COA and the client-agency shall be executed only after
           the client-agency has been assessed to be operationally ready for the Project.

      d.   The training of client-agency personnel shall be conducted only after the
           MOA between the COA and the client-agency has been executed.

           (i)     No training shall be conducted unless the COA Rollout Team and the
                   client-agency are ready for the rollout within five (5) working days
                   from the completion of the training.

           (ii)    The training may be conducted either at the Professional
                   Development Center (PDC)/Regional Office Training Center (RTC)
                   of the Commission on Audit or on-site, at the preference of the
                   client-agency.

           (iii)   If the training is held at the PDC/RTC, all supplies and equipment
                   needed shall be provided by COA, chargeable against the training
                   costs. For on-site training, the client-agency shall provide the same.

           (iv)    Training costs shall be shouldered by the client-agencies and are
                   separate and distinct from the cost of the installation/implementation
                   of eNGAS and/or eBudget System as provided for in the MOA.

           (v)     Whether the training is conducted at the COA PDC/RTC or on-site,
                   all certificates of attendance and/or certificates of training shall be
                   issued by COA Professional Development Office or COA Regional
                   Office Administration, Training and Finance Services, as the case
                   may be.

6.2.2 Rollout/Installation

      a.   Upgrading to the latest version of eNGAS/eBudget System

           (i)     Personnel of client-agencies that are currently using eNGAS/eBudget
                   System and are upgrading to the latest version shall be required to
                   attend the functional and technical training on eNGAS/eBudget
                   System.


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           (ii)    eNGAS/eBudget System (latest version) upgrade package
                   (executable file, upgrade scripts, release notes, list of new features)
                   shall be provided to the training participants.

           (iii)   The training participants shall be assisted in upgrading their
                   eNGAS/eBudget System databases. Upon their return to their
                   official station, the participants shall install the latest version of
                   eNGAS/eBudget System in the workstations of their respective
                   agencies and restore the upgraded database.

           (iv)    The client-agency shall be required to submit, following the format
                   prescribed by the rollout team, status on the installation/
                   implementation of the latest version of eNGAS/eBudget System
                   within five (5) working days from completion of the training and
                   monthly status report for a period of two months.

           (v)     Within five (5) working days after the last day of the field work of
                   the COA Rollout Team for the upgrading to the latest version of
                   eNGAS/eBudget System in the client-agency, the latter shall issue a
                   Certificate of Software Acceptance.

      b.   New Installation of the latest version of eNGAS and eBudget System

           (i)     The completion of eNGAS/eBudget System Training by the client-
                   agency’s personnel is a signal that the rollout/implementation of
                   eNGAS/eBudget System can already be started. The client-agency
                   shall be notified in writing of the date of start of
                   rollout/implementation, such date shall be within five (5) working
                   days from completion of the said training.

           (ii)    Every rollout shall start with an entrance meeting with the key
                   officials of the client-agency’s accounting and budget
                   offices/departments. The exit conference shall take place on the last
                   field work of the COA Rollout Team.

           (iii)   The client-agency shall issue a Certificate of Software Acceptance
                   within five (5) working days after the last day of field work of the
                   COA Rollout Team or after the resolution of all significant concern
                   for the installation of the latest version of eNGAS/eBudget System.

6.2.3 Post installation

      a.   COA shall provide system maintenance and technical support services to all
           client-agencies during the warranty period. After the warranty period, COA
           may provide such services, subject to the levying of charges from the client-
           agency.

      b.   User-agencies shall report immediately to the COA all implementation issues
           and concerns to facilitate evaluation and resolution thereof.



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7.0   ROLES AND RESPONSIBILITIES

      7.1   The Commission on Audit shall have the following roles and responsibilities in the
            installation/implementation of the latest version of COA-developed eNGAS and eBudget
            System:

            7.1.1 Provide awareness/appreciation and capacity building to the client-agency’s
                  officials and employees who are involved in the installation/implementation of the
                  application systems.

            7.1.2 Assist the client-agencies in the preparation and set-up of hardware and other
                  mandatory requirements to facilitate implementation of the Project.

            7.1.3 Provide guidelines in the preparation/conversion of data/forms required for system
                  setup.

            7.1.4 Supervise the proper conversion of existing account balances, databases and other
                  related data for the software installation/implementation.

            7.1.5 Install the executable file of the latest version of eNGAS and eBudget System.

            7.1.6 Assist and monitor the results of the software installation/implementation in the
                  central/head office of the client-agency.

            7.1.7 Provide maintenance and technical support during the software installation/
                  implementation and within the warranty period.

            7.1.8 Turn over the installation package of eNGAS and eBudget System and peripherals
                  installed at the client-agency’s central/head office upon satisfactory
                  installation/implementation thereof.

            7.1.9 Provide updates/enhancements, if any, on the software installed in the central/head
                  office of the client-agency.

      7.2   The client-agency shall have the following roles and responsibilities:

            7.2.1 Comply with the technical and data requirements prior to the start of rollout.

            7.2.2 Designate staff who will be involved in the installation/implementation, including
                  database, system and network administrators.

            7.2.3 Assign a focal person who shall assist and coordinate with COA for the successful
                  implementation of the Project.

            7.2.4 Provide the COA Rollout Team with working area equipped with tables and
                  chairs, computers with Internet connection, printers and supplies and materials
                  particularly during the rollout/installation of the latest version of eNGAS/eBudget
                  System.

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            7.2.5 Provide, convert and/or build up database for the eNGAS and eBudget System.

            7.2.6 Issue the Certificate of Software Acceptance after the successful completion of the
                  installation/implementation.

            7.2.7 Refrain from altering the systems database or any part thereof, without the prior
                  written consent of COA.

            7.2.8 Formulate and implement procedures to prevent unauthorized transfer and/or sale
                  of COA-installed system to other entities.

            7.2.9 Pay COA the cost of installation and other related services based on the MOA and
                  supplemental agreements

8.0   REPEALING CLAUSE

      All COA circulars, memoranda and other issuances inconsistent herewith are hereby revoked,
      amended or modified accordingly.

9.0   EFFECTIVITY

      This circular shall take effect fifteen (15) days after its publication in a newspaper of general
      circulation.




                                     REYNALDO A. VILLAR
                                          Chairman




          JUANITO G. ESPINO, JR.                         EVELYN R. SAN BUENAVENTURA
               Commissioner                                      Commissioner




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