Chapter 8

Progress monitoring of data processing outputs and transmission of files and outputs

Contents

• 8.1 Progress Monitoring in CBMS DPS
• 8.2 Progress Monitoring in CBMS MIS
• 8.3 Weekly Progress Monitoring Report to PSA CO
• 8.4 Internal Weekly Progress Monitoring Report
• 8.5 How can the PFP Upload Data
• 8.6 Transmission of files and output from DP to server
• 8.7 Accepting returned EA data files
• 8.8 Reassigning the EA data files to DP
• 8.9 Transmission of files and output
• 8.10 Files and outputs in PSA FOs

8.1 Progress Monitoring in CBMS DPS

1. Log in to DPS then go to the PROGRESS REPORT module.
   
2. On the upper right-hand corner of the screen, you will see the total number of EAs with operations in the province (contained in CBMS EARF).
3. You will also see that the progress reports provide information on the number (and percentage) of EAs that are:
   
   1. Unassigned (not yet assigned as workload (HPQ) to a DP or self-assigned to PFP/HCAS/ISA/SS II)
   2. Assigned (assigned as workload (HPQ) to a DP or self-assigned to PFP/HCAS/ISA/SS II)
   3. Processed (accepted workload EAs (HPQ) from DP for review by PFP/ISA/ SS II/HCAS)
   4. Certified (reviewed and certified as passed by PFP)
   5. Uploaded (uploaded by PFP)
   
4. Processes completed/being undergone for EA data files are marked with a check “✓”. These include:
   
   1. Assigned EA data (Ongoing processing);
   2. Returned EA data (Ongoing review by PFP/SS II/ISA I/HCAS);
   3. Passed EA data (Certification done by PFP but not yet uploaded); and
   4. Uploaded EA data (Uploaded to PSA CO server).
   
5. On the STATUS column, expectations from PFP/SS II/ISA I/HCAS and latest status are reflected:
   
   1. For return (EA data file assigned to DP and ongoing data processing and will be returned to PFP/SS II/ISA I/HCAS; check mark in Assigned);
   2. For tabulation/certification pass (EA data file processed by DP and for review of PFP/SS II/ISA I/HCAS; check mark in Returned);
   3. For uploading (EA data file certified by PFP; check mark in Passed); and
   4. Completed (After getting certification pass from CSS, PFP uploads the EA data file; check mark in Uploaded).
   
6. For easy navigation, the list of EAs can be sorted by city/municipality, barangay, area name (barangay and EA number), processes completed/status.
   

8.2 Progress Monitoring in CBMS MIS

1. Log into CBMS MIS (https://cbms.psa.gov.ph/MIS) using RFP/PFP/HCAS/ISA/SS II credentials.
2. Click on the GeoDashboard module.
   
3. On the menu, select Data Processing.
   
4. Select Region, Province, City/Municipality, Barangay, Form, and Status.
   
5. A choropleth map will appear showing the percentage of barangays with the selected status.
   

8.3 Weekly Progress Monitoring Report to PSA CO

1. CBSS shall send a weekly email to request RFPs to record manually status report updates on the CBMS data processing activities. Deadline of submission to CBSS is every Tuesday, starting on the first week after the deployment of the CBMS DPS.
2. The same progress monitoring link will be provided to you to be updated weekly: https://tinyurl.com/2022CBMSOperationsMonitoring.
   

8.4 Internal Weekly Progress Monitoring Report

1. PFP with assistance from ISA I/SS II shall monitor progress of data and map processing every Friday/Saturday for all cities and municipalities covered. HCAS assigned in satellite DPC shall monitor progress weekly and submit a report to the PFP every Friday/Saturday.
2. A template will be used for internal purposes of the PFP. The template can be accessed at: https://tinyurl.com/CBMSDPmonitoringtemp.
3. By maintaining a weekly report, you will be able to keep track of the pace of data processing as well as the status of map data processing.
   
4. Specify the City/Municipality and Province. Input the number of EAs in the city/municipality where there is CBMS operation (CBMS Form 2/HPQ).
5. Input the number of barangays in the city/municipality.
   
6. Specify number of EA data files by status as well as maps by status as of date indicated. As PFP, you may also use information in the Progress Monitoring module in DPS.
7. Update the report by inputting the number of EAs files and maps by status as of the succeeding reporting dates.
   
8. Note that PFP uploads should be accompanied with a submission of a list of cases with inconsistencies with justifications to the PSO CSS.
9. In cases of satellite DPC, HCAS shall upload the data file and submit the list of cases with inconsistencies with justifications to the PFP. PFP shall download data, run completeness checks, and generate the list of inconsistencies from R. PFP shall examine this file and the list of remaining inconsistencies with justifications from HCAS.
   
10. Also, record the status of CBMS Form 4.
    

8.5 How can the PFP Upload Data

1. On the Utilities module, go to the Upload tab.
2. Select a barangay.
3. Click on the Upload button.
4. Upon successful uploading, the Date Uploaded column [to be addressed by developers] will be updated to note when the data files are uploaded.

8.6 Transmission of files and output from DP to server

For Data Processor

1. In transmitting Form 2, Form 3, and shapefile, go to the Data Validation module. Then, select the EA to be submitted then click the SUBMIT button.
   
2. A dialog box will appear, stating that the submission has been successful. A warning will prompt in case no shape file is uploaded.
   

8.7 Accepting returned EA data files

For Focal Person/ISA/SS II/HCAS

1. To check if the submitted files of DP have been reflected, go to the Workload Management module in the Processed tab.
2. To accept the submitted file, select the EA.
3. Then, right-click and select the Accept EA tab. Click OK.
4. In the Receipt and Control tab, you will see that the status has been updated as ‘Processed’.

8.8 Reassigning the EA data files to DP

If there are still too many inconsistencies or unjustified errors, reassign to the data processor. Otherwise, PFP/ISA I/SS II/HCAS may also address inconsistencies by him/herself if he/she prefers.

In the workload management under Receipt and Control, select the EA then click on Re-assign.

8.9 Transmission of files and output

1. After reassignment, the process flow will have to be repeated until the EA data files passed standards of PFP/are certified by the PFP. PFP shall upload certified data files.
2. PFP shall inform the PSO CSS of the certified data files at his/her level and submit all lists of cases with remaining inconsistencies with justifications.
3. PSO CSS shall evaluate if there is a need to reassign the EA data files again or certify the data using the downloaded output files (shapefiles and tables) from the MIS.
4. If certified/passed the standard of PSO, the PSO CSS/PFP shall use the CBMS MIS to certify and attach relevant files ((a) CBMS Form 30 signed by PSO CSS (submitted using PSO CSS or PFP acct); (b) justifications to remaining items in the error list and list of cases with inconsistencies; and (c) other relevant files).
5. RFP shall regularly check the CBMS MIS for the submitted CBMS Form 30. He or she shall review the files submitted in CBMS MIS, shp files, error list, and other files submitted by PSO/PFP. Then, decide if there is a need to reassign.
6. If passed/certified the standard of PSO, the SOCCSS/RFP shall use the CBMS MIS to certify and attach relevant files:
   
   1. CBMS Form 31 signed by RD ((submitted using RD or RFP acct);
   2. justifications to remaining items in the error list and list of cases with inconsistencies; and
   3. other relevant files.
7. Printed copies of files/signed forms, USBs or electronic storage devices must use CBMS Form 9 (Transmittal and Receipt Form) when being forwarded or submitted manually to CBMS personnel.
8. All EA data files from Satellite DPC to be handed to PSO/PFP. Password-lock the USB or the external HDD. Should there be PSA/PhilSys cloud or NAS accounts to be allocated for each PSO, these will be used to transmit securely the electronic data files.

8.10 Files and outputs in PSA FOs

Form/File	Printed Format	Retention period	Electronic Format	Retention Period
CBMS Files in the Tablet	No		Yes	Minimum: Files are certified by HCAS, backed up in PC and/or imported in DPS server PC. Maximum: City/municipality data are certified by CO.
CBMS Files from Tablet and kept in PSA PCs	No		Yes	To be kept until 1 year after data collection
CBMS Form 1	Yes	To be kept until 2 years after data collection	Yes	Authorized staff workstations in the PSA: To be kept until 3 years after data collection National CBMS Databank: Perpetual
CBMS Form 2	Yes	To be kept until 2 years after data collection	Yes	Authorized staff workstations in the PSA: To be kept until 3 years after data collection National CBMS Databank: Perpetual
CBMS Form 3	Yes	To be kept until 2 years after data collection	Yes	Authorized staff workstations in the PSA: To be kept until 3 years after data collection National CBMS Databank: Perpetual
CBMS Form 4	Yes	To be kept until 2 years after data collection	Yes	Authorized staff workstations in the PSA: To be kept until 3 years after data collection National CBMS Databank: Perpetual
CBMS Form 7	Yes	To be kept until 2 years after data collection	Yes	Authorized staff workstations in the PSA: To be kept until 3 years after data collection National CBMS Databank: Perpetual
CBMS Forms 16A and B, and 17	Yes	To be kept until 2 years after data collection	Yes	Individual reports: To be kept until 3 years after data collection Consolidated reports: Perpetual
CBMS Form 19	Yes	To be kept until 2 years after data collection	Yes	To be kept until 3 years after data collection
CBMS Forms 18 and 29	Yes	To be kept until 2 years after data collection	Yes	Individual reports: To be kept until 3 years after data collection Consolidated reports: Perpetual
CBMS Form 30	Yes	To be kept until 2 years after data collection	Yes	To be kept until 3 years after data collection
CBMS Form 31	Yes	To be kept until 2 years after data collection	Yes	To be kept until 3 years after data collection
Narrative Report	Yes	To be kept until 2 years after data collection	Yes	Perpetual To be submitted also via email to psacbms@gmail.com and cbms@psa.gov.ph
Accomplishment Reports and administrative forms	Yes	To be kept until 2 years after data collection	Yes	To be kept until 3 years after data collection or as deemed necessary
R outputs (before and after edits)	No		Yes	To be kept until 3 years after data collection
Local CBMS Databank	No		Yes	FO: Perpetual LGU: To be kept until 6 years after data collection of until such time these are deemed useful in poverty alleviation programs[Privacy Notice: Approved]
Actual data files kept in PSA cloud, PhilSys cloud, Google Drive, USB, External HDD	No		Yes	Delete immediately as soon as downloaded by intended authorized user in PSA