SWDIS Project Institutionalization Guidelines

The Order is issued by the Department of Social Welfare and Development (DSWD).
The SWDIS Phase II Project is framed as a follow-up to the earlier SWIS effort that began in 1991.
The 1991 joint undertaking involved DSWD and the National Statistical Coordination Board (NSCB), which provided initial funding and technical assistance.
The Order establishes that follow-on activities are needed because NSCB funds officially stopped in 1993.
The Order makes DSWD responsible for the Project’s continuation with full responsibility for both financial and technical matters.

The Order directs that DSWD fully supports the vision of Philippines 2000.
The Order states that DSWD has embarked on strategies to help government alleviate poverty.
The Order declares that SWDIS is designed to respond to data needs supporting poverty alleviation.
For 1994, the Order requires DSWD to focus programs and services along poverty alleviation.
The Order requires sustained development of databases for monitoring changes in the status and condition of poor families over time.
The Order establishes SWDIS Phase II to institutionalize an integrated data system monitoring changes in the status and condition of economically and socially disadvantaged families.

The integrated data system monitors changes affecting the availability, accessibility, and utilization of services by poor families.
The Order identifies the target population as poor families numbering 4.87 million families or 40.7 percent of the population.
The Order states the system measures changes in the status of well-being of the sector’s beneficiaries.
The Order requires monitoring of the resources (manpower, funding and facilities) inputted into such services.
The Order requires monitoring of environmental factors.
The Order directs that monitoring of identified indicators is done through:
- preparation of Annual Situational Reports,
- institutionalization of the Computer Based Data System (CBDS) in six (6) identified Field Offices, and
- pilot implementation of a poverty mapping methodology to gather family baseline data using micro-indicators.
The Order establishes two (2) expected outputs:
- a support mechanism through Annual Situational Reports (with the First ASR to be prepared for CY 1993), and
- updated data on the profile of target beneficiaries through:
  - Masterlist of families, and
  - Barangay Poverty Maps and quarterly monitoring reports using the DSWD-SWDIS FORM Monitoring the Minimum Basic Needs (MBNas) of Filipino Families, developed and approved by SWDIS TWG member-agencies last February, 1994 and endorsed by DSWD Field Offices to implement the Project.

The Order provides that the SWDIS Phase II Project shall be implemented in-house.
The Order requires in-house implementation to maximize resources and develop Field Office capability in conducting simple surveys.
The Order assigns the Planning and Monitoring Service (PMS) national-level responsibilities to ensure implementation readiness.
The Order assigns Field Offices (FOs) regional-level responsibilities for implementation activities and reporting.
The Order requires coordination with SWDIS TWG member agencies in preparing the annual situational report components.

The Order requires the 1993 Annual Situational Report to be prepared in coordination with SWDIS TWG member agencies using the format in Annex B.
The Order requires one (1) National Situationer prepared by PMS.
The Order requires fourteen (14) Regional Situationer prepared by the 14 Field Offices.
The Order requires conduct of a simple family database masterlist of poor families using the DSWD-SWDIS FORM Monitoring the MBNas of Filipino Families to gather baseline information.
The Order requires each Field Office to identify only one (1) barangay, the most depressed by criteria/options set in Annex C.
The Order requires complete enumeration of all families in the identified barangay.
The Order requires submission of processed family database masterlists to PMS in diskette form, with data encoding requirements:
- use MICROSOFT-EXCEL for pilot FO staff already trained; and
- allow simple encoding using lotus/spreadsheet for pilot FOs not yet trained on MICROSOFT-EXCEL and for non-pilot regions.
The Order requires preparation and submission of a Barangay Family Database Needs Assessment Report (MBN) to PMS for consolidation.
The Order requires quarterly periodic reporting on funds utilization and implemented activities.

Each Field Office must identify the most depressed barangay in the region guided by criteria/options for coverage.
Each Field Office must prepare individual Field Office Work Programs for submission to PMS, using Annex D as basis.
Each Field Office must identify staff directly responsible for completing tasks.
Each Field Office must coordinate the initial survey using the MBN Form in the 3rd quarter.
Each Field Office must submit to PMS quarterly reports on the Barangay MBN status in the 4th quarter, with at least 2 quarterly reports on Barangay MBN status for that period.
Each Field Office must process masterlists and submit to PMS in diskette form.
Each Field Office must prepare a terminal report using the prescribed format in Annex E.

PMS must prepare a terminal report overall based on all Field Office terminal reports.
Field Offices must prepare terminal reports for the Project using Annex E format.
Annual Situational Report preparation follows Annex B content structure requiring:
- an introduction describing area characteristics,
- a “Situation of the Poor” section with indicators in tables and figures and justifications for unusual figures,
- an analysis discussing findings, and
- recommendations based on findings.
The Order requires that the first ASR be prepared for CY 1993.
Annex E requires terminal reports to include: project title, name and address, duration, project description (thrust, objectives general and specific, expected outputs, methodology), accomplishments, findings and recommendations, lessons for the future, financial report (attach relevant documents), technical report (attach relevant documents), and project staff.

PMS shall make available PHP 65,000.00 each to all Field Offices for conducting a simple family database masterlist of poor families in only one identified most depressed barangay in the region.
Liquidation of funds received from PMS shall be done on a quarterly basis.
Liquidation shall be conducted through regular accounting and auditing procedures.

The Project continues under these guidelines from effectivity until completion in 1998.
TORs shall be prepared annually to identify processes and methodologies until project completion.
The Order directs project implementation activities through the 1994 Work Program, shown in Annex A.