Section 4 of the CBMS Act states that each city and municipality shall be the primary data collecting authority within its locality. To ensure quality statistical data and smooth flow of the 2023 CBMS nationwide rollout, the established protocols and statistical standards shall be strictly followed by the city/municipality.
This chapter discusses the general roles and responsibilities of the city/municipal government, and their specific roles and responsibilities if PSA-funded (LGUs whose CBMS operations is to be funded by the national government) or LGU-funded (LGUs whose CBMS operations is to be funded by their own budget).
The general roles and responsibilities of the provincial and barangay government in the 2023 CBMS nationwide rollout is also presented in this chapter.
4.1 Roles and Responsibilities of the Provincial Government
The primary responsibility of the provinces, as stipulated in Rule VI, Section 10 of the CBMS Implementing Rules and Regulations, is to utilize the CBMS generated data in local governance processes such as but not limited to local planning, investment programming, budgeting, program identification and implementation, as well as disaster risk reduction and management measures.
Moreover, as stipulated in Section 29 of the Local Government Code of 1991, the provinces shall ensure that every component city and municipality within its territorial jurisdiction acts within the scope of its prescribed powers and functions; and in Section 305, the LGUs shall ensure that their respective budgets incorporate the requirements of their component units and provide for equitable allocation of resources among these component units. Hence, the provincial LGUs are enjoined to provide the necessary support and assistance to their component cities and municipalities.
Possible assistance to be provided by the provincial government, and the duties and responsibilities of the Provincial Governor for the 2023 CBMS nationwide rollout are discussed in this section.
I. Possible Assistance to be Provided by the Provincial Government
Provision of financial assistance to support the CBMS operations in its component cities/municipalities
Issue Executive Orders that will:
a. Support the organization of Provincial CBMS Coordinating Board (PCCB) that will be responsible for overseeing the CBMS operations, ensuring logistic and other requirements are in place prior to and during the CBMS operations, and resolving issues and concerns encountered in the conduct of CBMS in the province; and
b. Encourage residents to participate in the CBMS
Organize a Provincial LGU CBMS Core Team or, at the minimum, designate a provincial CBMS Focal Person (preferably Provincial Planning and Development Coordinator or any LGU personnel with rank equivalent to a Department Head) that will coordinate with the C/MLGUs, PSA, and DILG, and oversee the overall progress of CBMS implementation in the province
Support the conduct of Information, Education, and Communication (IEC) Campaign of the CBMS within the province
Assist in the dissemination of information relative to the recruitment of data collectors, supervisors, and processors through posting
- Assist in the notarization of the Contract of Service for the hired CBMS personnel (i.e., data collectors, supervisors, and processors) for PLGUs with Legal Officers that have notarial commission
May assist, in collaboration with concerned C/MLGUs, in shouldering of RT-PCR and/or antigen tests if required on the health protocols of the LGU, provision of personal protective equipment (i.e., face mask), notarization of the Contract of Service for the hired CBMS personnel (i.e., data collectors, supervisors, and processors), basic medical services for the hired CBMS personnel [i.e., COVID-19 vaccination (if available), and provision of first aid treatment in case of accident during the data collection period; provided that the accident has occurred while performing the CBMS data collection activities such as animal bite, etc.]
Make available for CBMS use all provincial maps which contain the boundaries and location of service facilities, government projects, and natural resources. Provide PSA the said maps, and information including shapefiles, if any, for appropriate action in relation to the CBMS operations
If available, assist its component cities/municipalities by providing the necessary printing equipment/facilities, venues for various CBMS activities, transport facilities, communication facilities, and other assistance needed to mobilize the implementation of the CBMS
Participate in the conduct of the community validation
Acknowledge the PSA as the source of data for all reports, documents, etc. where CBMS data will be used. On the resulting data from further processing of the PLGU, the PSA will not be held liable for any issues on data reliability and validity
- Facilitate the integration of CBMS data in the local governance processes such as but not limited to local planning, investment programming, budgeting, program identification, and implementation, as well as disaster risk reduction and management measures
Designate a Data Protection Officer to strictly observe the data privacy and data sharing protocols of CBMS
Adhere to the provisions of the joint policy issuance of the PSA and DILG relative to the conduct of CBMS roll-out for FY 2023 and CBMS Council Resolution No. 8, Series of 2021
II. Duties and Responsibilities of the Provincial Governor
Oversee the overall CBMS implementation within the province, monitor status of implementation, and ensure completion in accordance with the timetable
Issue EOs that will organize the PCCB, mandate the cities and municipalities within its jurisdiction to support the conduct of the CBMS, and encourage the residents to participate in the CBMS
Serve as the Chairperson of the PCCB in compliance with CBMS Council Resolution No. 01, Series of 2023
Assist in giving prompt action to all problems that may arise during all phases of the CBMS implementation within the province, in coordination with the PCCB
Ensure assistance committed and other logistical assistance as needed for the success of the CBMS operation is adequately and timely provided
Ensure authorized internal users only have access to the CBMS data
Integrate the CBMS data in the local governance processes such as but not limited to local planning, investment programming, budgeting, program identification and implementation, as well as disaster risk reduction and management measures
Ensure acknowledgement of the PSA as source of data for all reports, documents, etc. where CBMS data will be used within the LGU
Provide recommendations and feedback for all the phases of the CBMS operations
4.2 Roles and Responsibilities of the City/Municipal Government
Roles and responsibilities applicable to both the PSA-funded and LGU-funded areas are listed under general roles and responsibilities of the city/municipal LGUs.
Furthermore, duties and responsibilities of the key personnel of the city/municipal LGUs for the CBMS operation are also discussed in this section.
I. General Roles and Responsibilities of the City/Municipal LGU
Issue EOs that will:
a. Organize the City/Municipal CBMS Coordinating Board (C/MCCB) that will be responsible in overseeing the CBMS operations, ensuring logistic and other requirements are in place prior and during the CBMS operations, and resolving issues and concerns encountered in the conduct of CBMS in the locality;
b. Mandate all barangay officials to support the conduct of CBMS in the locality, particularly in administering the BPQ; and
c. Encourage residents to participate in the CBMS.
Organize the City/Municipal LGU CBMS Core Team (LCCT) that will oversee the progress of the implementation of the CBMS in the locality, ensure adherence to the provided timetable to ensure reliability and validity of data, and shall be composed of the following:
a. Designated City/Municipal LGU CBMS Focal Person (preferably City/Municipal Planning and Development Coordinator or any LGU personnel with rank equivalent to a Department Head) as the team leader;
b. Appointed City/Municipal Statistician; and
c. Other key city/municipal staff/official that may be involved in the CBMS operations (e.g., Public Information Officer, Information Technology Officer).
For the initial round of the CBMS rollout, if a City/Municipal Statistician is not yet appointed, the LGU may designate an existing LGU personnel that could perform the corresponding duties and responsibilities of a Statistician, preferably those who possess the Qualifications Standards (QS) in the hiring of City/Municipal Statisticians as prescribed in CBMS Council Resolution No. 04, Series of 2021.
Attend and actively participate in coordination meetings and training on CBMS data collection, data processing, data validation/evaluation and data analysis; preserve the quality of statistical data through adherence to standard protocols; and provide recommendations and feedback for all the phases of the CBMS operations
Provide the necessary Information and Communication Technology (ICT) requirements such as:
a. Strong wireless Internet connection facility for the submission of data; and
b. Local data storage facility.
Provide venues for the:
a. Training;
b. Headquarters of the data collectors and supervisors;
c. Data processing;
d. Community validation; and
e. Other CBMS activities as deemed necessary.
Requirements for such venues may include, but are not limited to, the following: tables and chairs compliant with the social distance guidelines, audio-visual equipment, and computers as necessary, and waste management and sanitation services.
Make available for CBMS use all barangay and city/municipality maps which contain the boundaries and location of service facilities, government projects and natural resources. Provide PSA the said maps, and information including shapefiles, if any, for appropriate action in relation to the CBMS operations
Spearhead the conduct of IEC campaigns in the locality to ensure a high participation rate of all residents.
Designate a Data Protection Officer (DPO) to strictly observe the data privacy and data sharing protocols which cover raw and processed data, CBMS geospatial datasets, pre-enumeration and post-enumeration processed maps, and other outputs from the CBMS operations. This may also include the conduct of Privacy Impact Assessment (PIA).
Ensure confidentiality of household/individual level information collected from the CBMS operation. Identity and other relevant information about the household may be shared only to relevant agencies and organizations provided that a waiver/consent to disclose information has been signed by the concerned household.
Acknowledge the PSA as source of data for all reports, documents, etc. where CBMS data will be used. On the resulting data from further processing of the LGU, the PSA will not be held liable for any issues regarding data reliability and validity.
Facilitate the integration of CBMS data in the local governance processes such as but not limited to local planning, investment programming, budgeting, program identification and implementation, as well as disaster risk reduction and management measures.
Adhere to the provisions of the joint policy issuance of the PSA and DILG relative to the conduct of CBMS roll-out for FY 2023.
II. Specific Roles and Responsibilities of the City/Municipal LGU for the PSA-Funded Areas
Allocate an amount to support the logistical and operational requirements of the CBMS implementation in the locality
Assist in the recruitment and hiring of data collectors, supervisors, and processors through posting of vacancies, and nomination of possible data collectors, supervisors, and processors following the qualification standards set by the PSA.
Assistance may also include shouldering of RT-PCR and/or antigen tests if required on the health protocols of the LGU, provision of personal protective equipment (i.e., face mask), provision of assistance in the notarization of the Contract of Service, and basic medical services for the hired CBMS personnel [i.e., COVID-19 vaccination (if available), provision of first aid treatment in case of accident during the data collection period; provided that the accident has occurred while performing the CBMS data collection activities such as animal bite, etc.]
Assist in the conduct of city/municipal level training on data collection, data processing, data validation/evaluation and data analysis
Assist/supervise in the conduct of field operation, data processing, and data validation. Deputize barangay staff to assist in coordinating enumeration areas at the time of pre, during, and post interview activities, particularly on areas with special concerns like high rise buildings, least accessible areas (LABs), areas with peace and order problems (POPs), etc. If requested by PSA, the LGU shall provide necessary transportation, security, and other assistance needed to mobilize the implementation of the CBMS. This may also include assistance in resolving issues on refusals and callbacks.
III. Specific Roles and Responsibilities of the City/Municipal LGU for the LGU-Funded Areas
Allocate an amount to shoulder the major financial requirements for the CBMS operations in the locality such as printing costs, salary, and wages of hired personnel, training expenses, and other supplies as deemed necessary.
Hire data collectors, supervisors, and processors in coordination with PSA, and strict adherence to the standard protocols on recruitment and hiring. Selected LGU officer to sit as a member of the screening committee.
Assistance may also include shouldering of RT-PCR and/or antigen tests if required on the health protocols of the LGU, provision of personal protective equipment (i.e., face mask), provision of assistance in the notarization of the Contract of Service, and basic medical services for the hired CBMS personnel [i.e., COVID-19 vaccination (if available), provision of first aid treatment in case of accident during the data collection period; provided that the accident has occurred while performing the CBMS data collection activities such as animal bite, etc.]
Should the LGU engage with a third-party organization to assist in the CBMS data collection and data processing, the LGU shall:
a. provide PSA a copy of the MOA to be entered into with the third-party to ensure inclusion of provisions related to the adherence to the PSA CBMS protocols and to the Data Privacy Act of 2012; and
b. ensure participation of its personnel (to the extent possible, the third-party organization’ personnel) during the CBMS operational training to be capacitated in the collection of poverty data at the local level in adherence to Section 6 (b) of the CBMS Act.
Print CBMS IEC materials, CBMS questionnaires and forms (i.e., Waiver, HPQ, and BPQ and CBMS manuals (i.e., Enumerator’s Manual, Supervisor’s Manual, Field Operations Manual, Training Guide, and Training Workbook), Enumeration Area Maps, and other materials as deemed necessary. Any material initiated by the LGU shall be subject to review and approval of the PSA.
Provide the necessary ICT requirements such as:
a. Handheld tablets, including accessories;
b. Computers for data processing and server; and
c. Basic computer software such as spreadsheet and word applications, antivirus, and other necessary applications.
Organize and facilitate the city/municipal level training on data collection, data processing, data validation/evaluation and data analysis. Provide possible accommodation and travel expenses for the resource persons.
Supervise and oversee the field operation, data processing, and data validation. Deputize barangay staff to assist in coordinating enumeration areas at the time of pre, during, and post interview activities, particularly on areas with special concerns like high rise buildings, least accessible areas, areas with peace and order problems, etc. If requested by PSA, the LGU shall provide necessary transportation, security, and other assistance needed to mobilize the implementation of the CBMS. This may also include assistance in resolving issues on refusals and callbacks.
Submit to the PSA all collected data to be stored in the National CBMS Databank.
IV. Duties and Responsibilities of the City/Municipality LGU CBMS Core Team
Responsible for overseeing the progress of CBMS implementation in the city/municipality
Ensure adherence to the CBMS timetable to ensure reliability and validity of data in compliance to CBMS related policies and protocols
V. Duties and Responsibilities of the Key Personnel of the City/Municipal LGU
The following are the key personnel of the city/municipal LGU for the 2023 CBMS nationwide rollout, as well as their duties and responsibilities:
1. City/Municipal Mayor
a. Earmark funds to support the implementation of the CBMS in FY 2023 and subsequent years of conduct
b. Endorse the Letter of Confirmation to the PSA as an assurance of participation in accordance with the date prescribed by the PSA
c. Sign the CBMS Memorandum of Agreement
d. Oversee the overall CBMS implementation within the city/municipality, monitor status of implementation, and ensure completion in accordance with the timetable
e. Issue EOs that will organize the C/MCCB, mandate the barangay officials to support the conduct of the CBMS, and encourage the residents to participate in the CBMS
f. Serve as the Chairperson of the C/MCCB
g. Give prompt action to all problems that may arise during all phases of the CBMS implementation within the city/municipality, in coordination with the concerned C/MCCB
h. Organize the LCCT, designate the City/Municipal LGU CBMS Focal Person and appoint the City/Municipal Statistician
i. Designate a DPO to strictly observe the data privacy and data sharing protocols
j. Ensure participation of key personnel of the city/municipal LGU in the CBMS activities such as coordination, training and capability-building, data collection, data processing and validation
k. Ensure assistance committed and other logistical assistance as needed for the success of the CBMS operation is adequately and timely provided
l. Integrate the CBMS data in the local governance processes such as but not limited to local planning, investment programming, budgeting, program identification and implementation, as well as disaster risk reduction and management measures
m. Ensure acknowledgement of the PSA as source of data for all reports, documents, etc. where CBMS data will be used within the LGU
n. Provide recommendations and feedback for all the phases of the CBMS operations
2. City/Municipal LGU CBMS Focal Person
a. Act as team leader for the LCCT
b. Actively participate in the CBMS activities such as coordination, training and capability-building, data collection, data processing and validation
c. Schedule and organize the convening/meeting of their respective C/MCCB, and serve as the Head of Secretariat
d. Spearhead the operational and logistical arrangement for the conduct of CBMS activities in the locality (i.e., provision of venues for training, headquarters for data collectors and supervisors, and data processing; provision of wireless Internet connection facility and local data storage facility; conduct of community validation; etc.)
e. Prepare monitoring and assessment reports to determine the types and level of assistance needed in the city/municipality through the LCCT
f. Provide PSA information relevant to planning of CBMS operations in the locality. Coordinate with PSA Provincial CBMS Focal Person the LGU data relevant to CBMS using CBMS Form 7.
g. Spearhead the conduct of IEC campaign in the locality
h. Spearhead (for LGU-funded) or assist (PSA-funded) in the hiring of data collectors, supervisors, and processors following the QS set by PSA
i. Serve as resource person in the conduct of city/municipal level training
j. Supervise and monitor progress of the data collection and geotagging activities in coordination with the PSA Provincial CBMS Focal Person
k. Provide copy of the issued EOs to the concerned PSA Provincial Offices for proper documentation and monitoring
l. Provide recommendations and feedback for all the phases of the CBMS operations
3. City/Municipal Statistician
a. Actively participate in the CBMS activities such as coordination, training and capability-building, data collection, data processing and validation
b. Assist in the preparation of monitoring and assessment reports to determine the types and level of assistance needed in the city/municipality through the LCCT
c. Ensure strict adherence to the standard protocols on all phases of the CBMS operations to ensure the quality of statistical data
d. Serve as resource person in the conduct of city/municipal level training
e. Supervise and monitor progress of the data collection and geotagging activities in coordination with the PSA Provincial CBMS Focal Person
f. Supervise the processing of CBMS data in coordination with the PSA Provincial CBMS Focal Person, and assist in the validation and verification of results
g. Facilitate the conduct of community validation in the locality in coordination with the PSA and the DILG
h. Ensure preservation, and safekeeping of CBMS data retained at the city/municipality
i. Disseminate CBMS data following the data privacy and data sharing protocols
j. Provide recommendations and feedback for all the phases of the CBMS operations
4. Sangguniang Bayan/Panlungsod (SB/P)
Responsible for the passage of the following:
a. SB/P Resolution authorizing the City/Municipal Mayor to enter into an agreement for the implementation of the CBMS in the LGU; and
b. Appropriation Ordinance and/or Budget Obligation allocating needed funds for the CBMS operations.
4.3 Roles and Responsibilities of the Barangay Government
The major involvement of the barangay government in the CBMS operations is the accomplishment of the CBMS Form 4 (Barangay Profile Questionnaire). Barangay government officials such as the Punong Barangay, Barangay Secretary, Barangay Treasurer, and Barangay Councilor are the key informants for the BPQ.
Moreover, the following are the possible assistance to be provided by the barangay government for the 2023 CBMS nationwide rollout:
- Provide support in the IEC campaign for CBMS
- Posting of vacancies and nomination of possible data collectors, supervisors, and processors following the QS
- Make available for CBMS use all barangay maps which contain the boundaries and location of service facilities, government projects, and natural resources. Provide PSA the said maps, and information including shapefiles, if any, for appropriate action in relation to the CBMS operations
- If available, assist its component cities/municipalities by providing the necessary printing equipment/facilities, venues for various CBMS activities, transport facilities, communication facilities, and other assistance needed to mobilize the implementation of the CBMS
- Deputize personnel to assist in coordinating enumeration areas. Allocate funds (if any) for allowance of barangay personnel who will provide assistance during the operation
- Assist in resolving issues on refusals and callbacks
- Coordinate households with confirmed and probable COVID-19 cases
- Participate in the conduct of the community validation